SPINE PAYROLL - Spine Technologies · No part of this document may be reproduced or transmitted in any form or ... Spine Payroll ... 12.1.1 PF Challan / 12A

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SPINE PAYROLL (Payroll Management Software)

User Manual (Functional)

Spine Technologies I Pvt. Ltd.

[email protected]

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Information in this document is subject to change without notice. Companies , names and

data used in example herein are fictitious unless otherwise noted. Any resemblance found is

just a coincidence. No part of this document may be reproduced or transmitted in any form or

by any means, electronic or mechanical, for any purpose, without the express written

permission of SpineTechnologies.

Other product and company names mentioned herein may be the trademarks of their

respective owners.

This document is information purpose and makes no warranties , express of implied.

Features mentioned in the document are subject to change , added or to be withdrawn from

time to time at sole discretion of spine technologies.

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Spine Payroll Introduction

Introduction to Spine Payroll – The Payroll Management System

Spine Payroll is developed by Spine Technologies. Spine Payroll is very simple, flexible and

user - friendly Payroll Management Software, which caters to your requirements relating to

Accounting and Management of Employee's Payroll. Spine Payroll stores complete records

of the employees, generates Pay slips, Registers, Computes all allowances and deductions

and generates all Statutory and MIS reports.

Spine Payroll offers, very high flexibility in defining various allowances, deductions, leave

rules etc. Various rules for P.F., F.P.F., E.S.I.C. Employer’s Contribution, E.D.L.I.,

Profession Tax, Income Tax etc. are definable and Changeable at User's end.

Optionally Spine Payroll has been provided with some standard compatible Swap Card

Machines, Accounting Software’s and ERP Software and an interfaces currently available.

can be provided for import / export of data on customization. At present, Spine Payroll is

being used by over thousands of users all over India. The users include small and medium

enterprises to big corporations.

Spine Payroll cares for the following requirements of an Organization:

Efficient and Automated Payroll Management System:

� Multi User – having user level rights control for accessing the modules of the Payroll

Management System.

� Easily compatible with Swap Card Machines.

� Generation of pay-slips, attendance register, computation of allowances and deductions.

� Generation of Form 16, Form 24 Q, Form 12BA, ITNS 281 Challan, E-TDS.

� Offers flexibility in defining allowances, deductions, formation of rules for leave,

formulas for calculation of P.F., F.P.F., E.S.I.C., Profession Tax, Income Tax, etc.

changes as per changes made by Government at times will be released time to time.

� Designed in Windows operating system with compatibility for either MS-Access, MS-

SQL Server or Oracle databases depends on the license procured by users.

� Designed to control your employees Loan accounts with facility for monthly deductions

(both Auto / Manual).

� Specially designed - Provision for storing projected investment amount declared by the

employees, TDS projection & expected TDS to be deducted from current month salary.

� Provision for considering past emoluments for employee joining in between the year.

� Powered to have different leave slabs for different Grades.

� Increment of leave can be made on pro-rata basis (No. Of days present).

� Report Writer – Besides the useful reports generated within the software, the user has

the flexibility to create his own reports based on the requirements by selecting the

required fields and can also store these report formats for future.

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Spine Payroll INDEX

Page No

Index 2-7

Article 1 General Information……………………………... 8-9

Article 2 Functionality of Spine Payroll System………...... 10-12

Article 3 Master (CC)……………………………………..... 13-28

3.1………… Grade Master……………………………………………...…… 13

3.2………… Branch Master…………………………………………………. 16

3.3………… Department Master…………………………………………..… 18

3.4………… Designation Master……………………………………...…….. 19

3.5………… Division Master……………………………………...……........ 19

3.6………… Unit Master…………………………………………………...... 20

3.7………… Group Master…………………………………………..……… 20

3.8………… Category Master………………………………………..……… 21

3.9………… Bank Master………………………………………………….... 21

3.10……….. State Master………………………………………………..….. 22

3.11……….. Company Information…..…………………………………..…. 23

3.12……….. Change Company ………………………………………..……. 26

3.13……….. Custom Field / Document Master ...……………………..……. 26

Article 4 Employee………………………………….……… 29-43

4.1………… Employee Master……………………………………..…..….... 29

4.2………… Employee Personal Details……………………………..…...… 34

4.3………… Employee Qualification Details………………………..……… 35

4.4………… Previous Job Experience…………………………………..…... 36

4.5………… Previous Job Salary Details……………………………...…..… 37

4.6………… Salary Structure (Employee Wise)……………………...…...… 37-38

4.6.1 Single Entry……………………………………...….…… 38

4.6.2 Multiple Entry…………………………………….…...… 38

4.6.3 Reports………………………………………………..…. 38

4.6.4 CTC……………………………………………………… 38

4.7………… Reports…………………………………………...……………. 39-43

4.7.1 Report Writer…………………………………….....…… 39

4.7.2 Employee Label………………………………..……...… 42

4.7.3 Employee Date Listings……………………..……...…… 42

4.7.4 Employee Count Report…………………..…………..…. 43

4.7.5 Experience Report………………………..…………...…. 43

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Spine Payroll INDEX

Article 5 Salary Manager…………………………………... 44-67

5.1………… Column Master………………………………………………… 44

5.2………… Slab Master…………………………………………...……...… 55

5.3………… Reimbursement Master…………………………………...…… 57-68

5.3.1 Grade Wise Settings……………………………………... 57

5.3.2 Employee Wise Settings………………………………… 59

5.3.3 Daily Reimbursement Voucher Entry………………........ 63

5.3.4 Detailed Report………………………………………….. 64

5.3.5 Reim. Ledger (Monthly Inc.)………………………...….. 65

5.4………… Periodic Payments (Grade Wise)…………………………..….. 67

Article 6 Leave Manager…………………………………… 69-79

6.1………… Grade Wise Leave Settings………………………………….… 69

6.2………… Employee Wise Leave Settings……………………………..… 71

6.3………… Holiday Master……………….……………………………..… 74

6.4………… Weekly Off Multi Entry……….……………………………… 74

6.5………… Daily Attendance Muster Entry…………………………….…. 75

6.6………… Daily Attendance Muster Report……………………………… 76

6.7………… Leave Reports……………………………………………….…. 77-79

6.7.1 Leave Summary Report – Monthly……………………… 77

6.7.2 Leave Detail Report – Monthly…..……………………… 77

6.7.3 Leave Ledger…………..………………………………… 77

6.7.4 Leave Summary Report – Yearly...……………………… 78

6.7.5 Leave Detail Report - Yearly………………………….… 78

6.7.6 Leave Lapsed Report………………………………….…. 79

6.7.7 Month Wise Leave Report………………………………. 79

6.7.8 Leave Report Daily……………………………………… 79

6.7.9 Leave With Wages Register……………………………... 79

Article 7 Loan Manager……………………………………. 80-89

7.1………… Loan Distribution Master……………………………………… 80

7.2………… Loan Type Master………………………………...…………… 80

7.3………… Loan Master…………………………………………………… 81

7.4………… Loan Transaction Entry…………………………………..…… 82

7.5………… Loan Interest Calculation……………………………………… 85

7.6………… Loan Adjustment Entry…………………………………..……. 86

7.7………… Re Calculate Loan………………………………………..……. 87

7.8………… Reports……………………………………………………..….. 87-89

7.8.1 Detailed Loan Summary………………………………… 87

7.8.2 Distribution Wise Loan Summary………………………. 88

7.8.3 Distribution Wise Loan Payment Report……………….. 88

7.8.4 Ledger…………………………………………………… 89

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Spine Payroll INDEX

Article 8 Monthly Process………………………………… 90-132

8.1……….... Attendance Summary………………………………………….. 90

8.1.1 Generation……………………………………………….. 90

8.1.2 Report……………………………………………………. 90

8.2……….... Monthly Payslip……………………………………………….. 91-106

8.2.1 Payslip Generation (Process Flow) ……………………... 91

8.2.2 Payslip Generation (Running Salary Process) ………….. 94

8.2.3 Standard Notes…………………………………………... 99

8.2.4 D.D and Cheque Entry…………………………………... 99

8.2.5 Printing…………………………………………………... 100

8.2.6 Pay slip Printing….……………………………………… 101

8.2.7 Register………………………………………………….. 106

8.2.8 Wages Register………………………………………….. 106

8.3……….... Supplimentary Payslip………………………………………… 107-112

8.3.1 Generation (Single)…..………………………………….. 107

8.3.2 Generation (Multi) …………………………………….... 109

8.3.3 Printing…………………………………………………... 111

8.3.4 Register………………………………………………….. 112

8.4……….... Arrears Payslip………………………………………………… 113-117

8.4.1 Generation……………………………………………….. 113

8.4.2 Printing…………………………………………………... 116

8.4.3 Register (Monthly)………………………………………. 117

8.4.4 Register (Total)………………………………………….. 117

8.5……….... Generate Statements…………………………………………… 118

8.6……….... Generate Text File....……………………………………...…… 119

8.7……….... Monthly Comparison Report……………………...…………… 120-124

8.7.1 Summary………………………………………………… 120

8.7.2 Detailed……………………………………………..…… 122

8.7.3 Reconciliation…….………...…………………………… 123

8.7.4 Employee Count Analysis……………………………… 124

8.8……….... Journal Voucher (JV)..………………………………………… 125

8.9……….... Journal Voucher (Tally)……………………………………….. 127

8.10……...... Overtime Entry………………………………………………… 130

8.11……….. Voucher Printing………………………………………………. 131

8.12……….. Reports………………………………………………………… 131

8.13……….. LWF Report…………………………………………………… 131

8.14……….. Yearly Summary (Payslip Format)……………………………. 132

8.15……….. Yearly Summary (Standard Format)…...……………………… 132

8.16……….. Increment History Report……………………………………… 132

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Spine Payroll INDEX

Article 9 Tax Manager………………………………...……………. 133-156

9.1………… Perks, Recoveries and Investments.………………...…….…… 133-138

9.1.1 Single…………………………………………...……..…. 133

9.1.2 Multi……………………………………………..….…… 136

9.1.3 Report……………………………………………..….….. 138

9.2………… Standard Deduction………..……………………………........... 139

9.3………… Income Tax Slabs………….……………………………..…… 140

9.4………… Rebate Slabs…………………………….………………..…… 140

9.5………… Tax Limits…………………………….……………….…..….. 141

9.6………… Tax Projector…………………………….…………………..... 142

9.7………… Standard TDS Depositing Details……………………….......... 145

9.8………… TDS Adjustment Entry……………………………………….. 147

9.9………… Employee wise flag settings………………………………….. 149

9.10..……… L.T.A. Control System…….………………………………….. 151

9.11..……… Form 16…………………………….……………….……….... 152-153

9.11.1 Multiple…….………………………….……………...... 152

9.11.2 Single………………………….………………………... 153

9.12……...... Form 24 Q………………………………………………......…. 154

9.13……….. Tax Reports……………………………………….………..….. 156

9.13.1 Tax Deducted Report……………………………........... 156

9.13.2 Tax Deposited Report……………………………….…. 156

Article 10 Events…………………………….…………….…. 157-164

10.1……….. Increment…………………………….……………………..….. 157

10.2……….. Promotion and Transfers…………………………….…….…... 158-159

10.2.1 Single……………………………………………............ 158

10.2.2 Multi….……………………………………………..….. 159

10.3……….. Bonus Generation…………………………….……………....... 159

10.4……….. Gratuity Calculation…………………………….…………..…. 160

10.5……….. Left / Retirement / Terminated……………………………........ 162

10.6……….. Projected Final Settlement…………………………………… 163

10.7……….. Actual Final Settlement…………………………….………...... 163

10.8……….. Reports…………………………….……………….………….. 163-164

10.8.1 Increment…………………………….……………...….. 163

10.8.2 Promotion & Transfer….……….………….…............... 163

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Spine Payroll INDEX

10.8.3 Branch Transfer………………………………………… 163

10.8.4 Employee Left / Retired / Terminated……………….... 164

Article 11 Utilities…………………………….…………..…. 164-178

11.1……….. Report Writer…………………………….……………………. 164-172

11.1.1 Detailed…………………………………………….…... 164

11.1.2 New Summary………………...……...………………… 172

11.1.3 Loan Report…………………………….………………. 172

11.1.4 Cross Tab Report………………………………………. 172

11.2……….. Lock Month…………………………….……..………….……. 173

11.3……….. Unlock Month…………………………….…………………… 173

11.4……….. User Creation………………………………………………….. 173

11.5……….. Rights Allocation…………………………….………………... 173

11.6……….. User Log Report…………………………….………….……… 173

11.7……….. Reminders…………………………….……………….………. 173

11.8……….. Letter Writing…………………………….……………………. 173

11.9……….. Charts and Graphs……………………………………………... 174

11.10……… Standard Column Settings…………………….…….…………. 174

11.11……… Payroll Standard Settings…………………………….………... 174-178

11.11.1 Payslip………………………………………………… 174

11.11.2 Form 16……………………………………………….. 174

11.11.3 Master Settings………………………………………... 175

11.11.4 Default Settings……………………………………….. 176

11.11.5 Web Settings………………………………………….. 176

11.11.6 Password Policies……………………………………... 176

11.12…..… Tally Transfer Settings………………………………………… 178

11.13……… Salary Data Upload Settings…………………………………... 178

11.14……… Import………………………….………………………………. 178

11.15……… EMI Calculator…………………….………….………….……. 151

11.16……… Master Updation…………………………….………….……… 178

11.17……… MISC Utilities…………………………………………………. 178

Article 12 Tool Bar…….…………………….………….…… 179-155

12.1……….. Provident Fund Company…………………………………… 179-183

12.1.1 PF Challan / 12A…..……………….…………………... 179

12.1.2 PF Register…………………………...………………… 179

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Spine Payroll INDEX

12.1.3 PF Challan List………………………..………………... 179

12.1.4 Form 5 A (Employer Registration)…………………….. 179

12.1.5 Form 5 (Employee Registration)……….………………. 179

12.1.6 Form 9 (Pension Registration)..………………………... 179

12.1.7 Form 10 (Employee Leaving)………………………….. 179

12.1.8 Form 3 A (Annual Return).………...……...…………… 179

12.1.9 Form 3 A Export (Annual Return)…………….……..… 180

12.1.10 Form 6 A (Annual Contribution Statement)………….. 181

12.1.11 Form 6 A Annexure…………………….….……...….. 181

12.1.12 Form 6 A (Revised)…………………….….……...…... 182

12.1.13 Reconciliation (Annual Return)………………..……... 182

12.1.14 Reconciliation (Form 12-A / Challans)……..……….... 182

12.1.15 Monthly EDLI Report………………………...…….… 182

12.1.16 Monthly PF and FPF Report…………….…...……….. 182

12.1.17 PF No. Generation…………………………………….. 182

12.1.18 Nominee Entry..………………………….…………… 182

12.1.19 Form 2 (Nominee and Declaration)……...…………… 182

12.1.20 Seamen’s PF Report…………………………………... 182

12.1.21 Form 11(Revised)……………..………………………. 183

12.1.22 Form F………………………………………………… 183

12.2……….. ESIC……………………..…………………………………… 183-184

12.2.1 ESIC Challan………………..………………………….. 183

12.2.2 ESIC Register………………...….……………………... 183

12.2.3 ESIC Challan List…………………………………...…. 183

12.2.4 Form 6 A.………………………………………..……... 183

12.2.5 Form 6……………………….…..……………………... 183

12.2.6 Form 7……………………….…..………….………….. 183

12.2.7 Form 7 – Monthly………….…..………………….…… 184

12.2.8 Form 5 Export (RC Format)……………………………. 184

12.2.9 Nominee Entry…………..…………………...………… 184

12.2.10 Form 1 (Declaration)…..………………………...……. 184

12.2.11 ESIC Form 5………….…..…………………..………. 184

12.3…….…. Profession Tax………………………………………………... 185

12.3.1 P. Tax Challan…………………………………...……... 185

12.3.2 Part 1 B…………………………………………………. 185

12.3.3 P. Tax Report…………………………………………... 185

Article 13 General Steps During Monthly Process………… 186

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Spine Payroll Article 1: General Information

The very first time you start the software after restoring blank database, user has to update

the name of their company in place of default company name from option Company Master.

It is available when you click on StartWorking. The screen would appear like this:

Once the user starts the company the screen we get is separated into three sections, Title

Area, Main Menu Bar and shortcut Icons Bar.

Title Bar: Contains Name of Company, Database Code and Current Version of the Software

and the name of User who has logged in. The Minimize button is available on right of the

Title Bar, performs the standard Windows Operating Systems function, allowing you to

minimize SpinePayroll and work on other applications.

Main Menu Bar: Contains the actual menu for operation, such as Employee, Salary

Manager, etc.

Shortcut Icons Bar: Contains shortcut to important menus such as Column Master, Payslip

Generation, Payslip Printing, etc. The buttons are designed to make the work easier and

faster.

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Spine Payroll Article 1: General Information

Article 1: General Information

1.1 Standard Panel

This is the Standard Panel, which is common in all the entry modules through out the

software.

1.1.1 Add: Click to ‘Add’ any information in a particular module.

1.1.2 Edit: Previous Existing information can be ‘Edited’ or changed through this. (User has

to first select the record through Search).

1.1.3 Delete: User can ‘Delete’ or remove the unwanted records through this. (User has to

first select record through search).

1.1.4 Search: When user clicks on ‘Search’, the below window appears, user can select the

record and Click on ‘OK’ or user can select and double click the record. By Clicking

on the ‘Search For’ option user can find various combinations for search.

For e.g.: As in the below screen user can search through Employee_Code, Employee_name,

Ticket_Num, Branch, Department, Grade, Division and Code.

1.1.5 Print: User can get the report for the specific module.

1.1.6 Close: To close the specific module.

1.1.7 Save: To save a specific entry made in the module.

1.1.8 Cancel: To cancel the entry wrongly inputted in a specific module.

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Spine Payroll Article 2: Functionality

Note: Whenever user clicks on Add / Edit button, all the other buttons become disable, user

only have the option to ‘Save’ or ‘Cancel’ the record, otherwise ‘Save’ and ‘Cancel’ button

will be disabled.

Article 2: Functionality of Spine Payroll

Spine Payroll provides several functionalities to the user for day-to-day operations of Payroll

Management System. The functionality consists of an Application with following Modules:

A) Payroll Processing

Monthly Payroll Processing, Supplimentary Processing, Arrears Calculation Processing,

Final Settlement Processing can be done…

B) Leave Management

Manual calculation of leaves is no longer necessary. User can predefine annual leaves

available to employee. Definition can be made for total leave for a year or on Monthly

Increment basis.

Different type of leave management is possible like SICK LEAVE, PRIVIELAGE LEAVE,

CASUAL LEAVE and OTHER LEAVES.

Different leave setup for different grades can be set. Monthly increment of leave can be

made possible on pro-rata basis of days present. Automatic balance leaves calculation with

carry forward to next year. User can also generate a leave history report for any employee or

Balance Leave report.

Comprehensive Leave Rules can be built in terms of:

� Maximum Leave can be availed in a year.

� Leave rules based on Calendar / Financial / June - May / November - October Years.

� Carry Forward Leave facility with its maximum limits.

� Monthly Increment facility with proportionate or standard.

� Grade wise leave structures can be defined.

� Encashment of balance report.

� Balance leaves report and summary detailed and monthly.

� Leave lapsed report.

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C) Loan Management

� Multiple Loans handling facility. (Tax Free Loan, Housing Loan, Vehicle Loan and

other Loan etc.)

� User definable Loan Name.

� Auto / Manual deduction from pay slip till full recovery of loan.

� Month wise Breakup reports for installments deducted.

� Loan balance report.

� Interest calculation on loan.

� EMI Based Loan Transaction Calculation.

� Loan Adjustment Option for adjusting the monthly loan installment deduction.

� Auto Perk Value of Interest in Tax projection.

D) Reimbursement Management � Reimbursement Transaction Can be managed Monthly or Yearly

� Provision for entry of Reimbursement Bill Amount

� Provision for Calculation of Reimbursement Amount and transferring the eligible

Amount to Payslip by checking the eligibility.

� Reimbursement Reports are generated.

� Reimbursement Heads Calculation can be considered for Tax Calculation.

E) Income Tax Management

� Income Tax projections on the basis of Investment Declared / Made.

� TDS projection with expected TDS to be deducted from the current month salary.

� Provision for considering past emoluments in case an employee joins during the year.

� Provision for storing projected investment amount declared by the employee. (This is

used to calculate the expected TDS for the month.)

� Projected TDS can be transferred to respective months salary processing.

� Generation of FORM 16 with FORM 12BA, FORM 24, FORM 24 Q (Quarterly

Returns) ITNS 281 Challan, ETDS etc.

� Exemption Calculation, Transport Allowances, HRA, Medical, LTA, Children’s

Education, etc.

� Rebate Calculation:

� Auto Updates from Employee Master for LIC Premium.

� Auto updates for Housing Loan repayment from Employee Payslip recovery.

F) Report Writer Tool

(For Master Details & Processed Record Details and Summary) � This Utility helps the user to define any number of Reports as per their Requirement by

selecting the necessary fields.

� If Multiple Companies are managed these Report Settings can be transferred to any

company by Export and Import Provision Available.

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G) Custom Field / Document Master � This Utility helps the user to define an activity and monitor the same along with the

respective document related to that activity.

H) Process Flow � This Utility helps the user to define Monthly Activity to be followed and keep the track

of the same every month. This helps the user to run all the payroll related activity and

keep the track for completion of each activity.

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Spine Payroll Article 3: Masters

Article 3: Masters (CC)

3.1 Grade Master

It is one of the first and very important modules of the Spine Payroll System. SpinePayroll’s

concept of Grade allows an additional dimension to enhance the functionality of the

complete Payroll Activity.

As Grade helps in some of the Major Core Areas of the Payroll Activity, so while

defining grade one has to take at most care that all the below topics are addressed. This helps

in enhancing the functioning of payroll system to provide the best output as desired by the

user.

A Grade helps in, � Grouping the payroll details in many of the modules,

� Choosing the calculation base,

� Defining the Structure of Calculation (Column Master Settings),

� Defining the Profession Tax Slab,

� Entry of Salary Structure of Multiple Employees at a time for the particular Grade,

� Defining Increment Slab,

� Managing Leave Period,

� Managing Reimbursement Period,

� Running the Salary Process,

� Updating the Standard Settings of the Calculation Heads.

User has to define different Grades as per the gradation of allowances and deductions availed

to the employees or the current gradation system of the organization. The user can define the

basic rates of a particular Grade, which will affect the basic salary of all the employees under

that Grade if Gradewise standard basic amount is applicable. User can also edit basic amount

of an individual employee through Employee � Salary Structure � Single / Multiple.

For e.g. Staff, Workers, Managers, etc. Grades can be created through this module.

Page No: 16


The Grade Module contains following listed fields,

1) Grade

2) Calc Basic on

3) Flag Value

4) Basic

5) Tally A/c Name (“Basic A/C Name” and “Net Salary A/C Name”)

6) Increment Based on and Increment Slab

1) Grade: User has to input Grade Name. (This is mandatory field in Grade Master)

2) Calc Basic on: There are various different method provided for calculation as listed

below,

a) Month Basis

b) Annual Basis

c) Do not Consider Weekly Off / Paid Holiday

d) Do not Consider Weekly Off:

e) 30 Days as Base

f) Hourly Payment

g) 26 Days as Base

a) Month Basis: This option will calculate the basic salary and all the allowances on Month

basis. (e.g. If Fixed Basic of the Employee is Rs. 5000/- then the calculation will be

(5000/(Total Days of the Month))*Days Paid

b) Annual Basis: This option will calculate the basic salary and all the allowances on

Annual / Yearly basis. (e.g. If Fixed Basic of the Employee is Rs. 5000/- then the calculation

if the person in absent will be (5000- (((5000*12)/365)*Absent Days))

c) Do not Consider Weekly Off / Paid Holiday: This option will calculate the basic salary

without considering weekly off and Paid Holiday in present days.

d) Do not Consider Weekly Off: This option will calculate the basic salary without

considering weekly off in present days.

e) 30 Days as Base: This option will calculate the basic salary, allowances, Leave without

Pay (LWP) and absent amounts on 30 Days basis even if the month is of 31 days.

(e.g. If Fixed Basic of the Employee is Rs. 5000/- then the calculation if the person in Absent

will be (5000-((5000/30)*Absent Days))

f) Hourly Payment: This option will calculate the basic salary and all the allowances on the

basis of hours defined in Shift 3 Column at the time of processing the salary.

g) 26 Days as Base: This option will calculate the basic salary, allowances, Leave without

Pay (LWP) and absent amounts on 26 Days basis even if the month is of 30 or 31 days.

(e.g. If Fixed Basic of the Employee is Rs. 5000/- then the calculation if the person in Absent

will be (5000-((5000/26)*Absent Days))


Page No: 17

3) Flag Value: User can input the value of flag for each grade defined and same can be

utilized in formulae defined in column master. Using these flag value user can control the

Payment or Deduction or Provisional Calculation for any head as per the Grade Master.

4) Basic: User can utilize this field by input of Basic Amount if the structure of calculation is

defined in such a way that all the employees in particular grade have common Basic.

5) Tally A/c Name (“Basic A/C Name” and “Net Salary A/C Name”): If User is utilizing

the feature of generating JV for Tally from this system, he has to input the following details

in the below respective fields.

Basic A/C Name: User has to Input Account Code representing “Earned Basic” for the

respective Grade.

Net Salary A/C Name: User has to Input the Opp. Account Code for “Earned Basic” or Net

Salary Payable Account Code for the respective Grade.

The JV can be generated from option “Monthly Process �� Journal Voucher (Tally)” by

selecting the necessary selections.

6) Increment Based On and Increment Slab: These features are for defining the

Automized Increment from the system for the respective Grade.

Increment Based On: User can select the Increment either from Joining Date or from

Confirmation Date for the respective Grade.

Increment Slab: User can input the Increment Slab from this option for the respective grade.


Page No: 18

3.2 Branch Master Organizations may have different Branches; user can define those Branches along with the

Branch Address through this module. Various reports are also available Branch wise. If the

organization doesn’t have multiple Branches, then user should create at least one branch, as it

is a compulsory field. For e.g. Mumbai, Delhi, Calcutta, etc.

For generating statutory reports based on multiple branches the Branch Master should be

updated with Pf & ESIC details.

Branch Master is containing two different windows for "Branch Information" & "PF /

ESIC Details".

Branch Information: The Branch Information window contains following listed fields,

1) Branch

2) State

3) Address, City and Pin Code

4) Bank Name and Bank ACC No.

5) P. Tax Reg No.

6) Flag Value

1) Branch: User has to input Branch Name. (This is mandatory field in Branch Master)

2) State: User can assign the respective State for the Branch by selecting the same from the

list available.


Page No: 19

3) Address, City and Pin Code: User can input Branch Address along with City and Pin

Code for the respective Branch.

If user require the Branch Address defined in Branch Master to be printed in header on

Payslip instead of address from company master user has to follow the below procedure,

a) Go To Option “Utilities �� Payroll Standard Setting �� Payslip �� Customize Payslip”

b) Select Option “Print Address �� Branch” and save the settings.

4) Bank Name and Bank ACC No. : User can select Bank Name and input Bank Account

Number. During Bank Statement Generation from option “Monthly Process �� Bank

Statement �� Format (Bank Statement 5)” on selection of option “Use Bank Branch

Account No.” the Bank Account Number input in this module gets printed on Bank

Statement for the Selected Branch.

5) P. Tax Reg No.: User can input the P. Tax Registration Number which gets printed in PT

Challan.

6) Flag Value: User can input the value of flag for each Branch defined and same can be


Payment or Deduction or Provisional Calculation for any head as per the Branch Master.


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ESIC / PF Details: The “ESIC/PF Details” window contains following listed fields,

ESIC No.:

1) ESIC No. (Old Version & New Version): If ESIC Numbers are assigned as per Branches

then User can input the initial prefix in Old Version or New Version, so that the respective

prefix will be displayed for respective Branches.

2) ESIC Flag: This option is useful for checking the applicability of ESIC for any particular

branch. If the Flag is YES then all employees under selected branch are eligible for ESIC

deduction. In case if the employee has been transferred from one branch to other and in his /

her previous branch if he/she is under ESIC eligibility and in current branch if the ESIC Flag

in Branch Master is NO then his/her ESIC deduction will stop.

PF No.:

2) PF No.: (Old Version & New Version): If PF Numbers are assigned as per Branches

then User can input the initial prefix in Old Version or New Version, so that the respective

prefix will be displayed for respective Branches.

3.3 Department Master

Organizations having different Departments, user can define those Departments through this

module. Various Department wise reports are available. If the organization doesn’t have

multiple Departments, user should create at least one Department, as it is a compulsory field.

For e.g. Accounts, Production, Sales, etc. departments can be created through this module.

a) Department: User has to input Department Name.

b) Flag Value: User can input the value of flag for each Department defined and same can

be utilized in formulae defined in column master. Using these flag value user can control the

Payment or Deduction or Provisional Calculation for any head as per the Department Master.


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3.4 Designation Master

Organizations having different Designation, user can define those Designations through this

module. Various Designation reports are available. This master is not mandatory, User can

avoid if it is not useful.

For e.g. General Manager, Supervisor, etc. Designation can be created through this module.

a) Designation: User has to input Designation Name.

b) Flag Value: User can input the value of flag for each Designation defined and same can

be utilized in formulae defined in column master. Using these flag value user can control the

Payment or Deduction or Provisional Calculation for any head as per the Designation Master.

3.5 Division Master

Organizations having different Division, user can define those Divisions through this

module. This master is not compulsory, User can avoid if it is not useful.

For e.g. Software, Hardware Division in IT dept. can be added through this module.

a) Division: User has to input Division Name.

b) Flag Value: User can input the value of flag for each Division defined and same can be


Payment or Deduction or Provisional Calculation for any head as per the Division Master.


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3.6 Unit Master

Organizations having any further grouping other than Grade, Branch, Department, Division,

for employees can use this option. This master is not compulsory, User can avoid if it is not

useful.

For e.g. Security Unit, Control Unit, etc.

a) Unit: User has to input Unit Name.

b) Flag Value: User can input the value of flag for each Unit defined and same can be


Payment or Deduction or Provisional Calculation for any head as per the Unit Master.

3.7 Group Master



useful.

For e.g. Offshore, Export, Import, etc.

a) Group: User has to input Unit Name.

b) Flag Value: User can input the value of flag for each Group defined and same can be


Payment or Deduction or Provisional Calculation for any head as per the Group Master.


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3.8 Category Master



useful.

a) Category: User has to input Category Name.

b) Flag Value: User can input the value of flag for each Category defined and same can be


Payment or Deduction or Provisional Calculation for any head as per the Category Master.

3.9 Bank Master

Organizations having the facility of electronic transfer of salary to employee’s a/c can create

Companies current A/c Bank from this module. The user for unique identification can assign

branch code. This bank name can be assigned to employee through the Employee Master

module. User can also add the Bank Details in which they submit the Income Tax Payment,

PF Payment, ESIC Payment, etc

For e.g. ICICI Bank Ltd., State Bank of India, etc.


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Bank Name: User has to input Bank Name. Bank Details can be input from this module for

various different purposes.

a) Organizations having the facility of electronic transfer of salary to employee’s a/c can

create Companies current Bank Account from this module.

b) User can also add the Bank Details in which they submit the Income Tax Payment, PF

Payment, ESIC Payment, etc.

Branch Code: For unique identification of Bank user can assign branch code. BSR Code can

also be input in Branch Code, so that during input of TDS Challan it can be automatically

input on selection of the respective Bank defined in Bank Master.

Bank Branch: User can input the Branch Name for the respective Bank.

MICR Code: User can input the MICR Code for the respective Bank.

Address: User can input the address of the respective Bank.

User can also manage Account Type, RTGS Code, IFSC Code, NEFT Code and ECS Code

in this module.

3.10 State Master

Organizations may have their operations distributed in different States; user can define those

States through this module. State Master also helps in defining Professional Tax, which can

differ from State to State.

For e.g. Maharashtra, Gujarat, Karnataka, etc.


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3.11 Company Information

Details of the Company i.e., Address, Phone No, Email ID, Authorized Person, Designation

of the Authorized Person, PAN No., TAN No., ESIC No., EHS No., PF No., PF Group, PT

Reg. No., Companies Bank A/c No., Companies Bank Name etc. can be entered through this.

There are three options provided in this module

a) Company Information

b) Other Details

c) Tax Information

a) Company Information:

Address (Address, City, Pin Code, State): User has to input the Company Address in this

option. This address will be printed in Payslip, Form 24q, etc

Contact No: (Phone, Fax, Std Code): User can input Contact Numbers of Company.

Email: User can input Email id of Company.

Auth. Person: User can input the name of Authorized Person of the Company to be

displayed in all the Bank Statements.

Designation: User can input the Designation of Authorized Person of the Company, which is

displayed in Bank Statement Format 3.


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Bank ACC No.: User can input Bank Account Number of Company. This gets printed in

Bank Statement Format 5 on Selection.

Bank Name: User can select the Bank Name which is input from Bank Master. This

selection helps in printing Bank Account Number in Bank Statement Format 5 on selection.

b) Other Details:

ESIC Details: If the ESIC Challan is generated for the whole organization together then

ESIC related following details has to be input in this module. User can input the initial prefix

in Old Version or New Version, so that the respective prefix will be displayed in ESIC

Number of Each Employee.

PF Details: If the PF Challan is generated for the whole organization together then PF

related following details has to be input in this module. User can input the initial prefix in

Old Version or New Version, so that the respective prefix will be displayed in PF Number of

Each Employee.

Enrollment No.: User can input Enrollment Number of Company which gets printed in

Profession Tax Report (Form 3 –As per West Bengal Govt.)

PT Reg. No.: User can input Profession Tax Registration Number of Company which is

printed in Profession Tax Challan and Report.


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PAN No.: User can input PAN for the company in this field. This gets printed in the

statutory format for Income Tax wherever applicable.

TAN No.: User can input TAN for the company in this field. This gets printed in the

statutory format for Income Tax wherever applicable.

Esta. Class: User can input Establishment Class in this field. This gets printed in the

statutory format for Labour Welfare Fund Report.

EHS No.: User can input EHS Number in this field. This gets printed in the statutory format

for Labour Welfare Fund Report.

TDS Circle: User can input respective TDS Circle Number for the company in this field and

it gets printed on Form 12BA.

Attendance text file setting: This must be by default specified as 12.This setting allows the

user to upload the Monthly Summary Attendance file as per the default format provided by

us.

c) Taxation Information:

Address (Address, Flat No., Premises/Building, Road/Street/Lane, Area/Location,

Town/City/District, State, Pin Code): Input the address of company as per the fields provided

as it gets printed in Form 27A.

User can also input PAO Code and DDO Code related to Government Organization in option

available in Taxation Information


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3.12 Change Company

This option is used to Change the Company, if user wants to go to other company without

closing the Software. (This option is available only with Ms-Access Backend)

3.13 Custom Field / Document Master:

Custom Field / Document Master: User can manage “Work flow of Activity to be

monitored along with the related Document Image or file” using this module. User can add

Master for List of activity to be monitored in the Workflow or any specific target records to

be managed from this option.

Go To CC � Custom Field / Document Master and add the necessary masters.

If the particular activity defined in Custom Field requires a document to be linked to it then

the select “Yes” in option “Associated Document” else “No” must be selected.

E.g. Suppose if the person joins an organisation and during this joining process certain

document needs to be collected from the employee or certain activity needs to be monitored

for the employee (such as CV, Qualification Certificates, Previous Job Experience

Certificate and Previous Job Salary Details) and also certain registration needs to be done

for employee once he joins the organisation (such as Registration with PF, Registration with

ESIC).

The activities involved in this process are defined in Custom Field / Document Master.

Activity 1) CV

Activity 2) Qualification Certificates

Activity 3) Previous Job Experience Certificate

Activity 4) Previous Job Salary Details

Activity 5) Registration with PF

Activity 6) Registration with ESIC

View Custom Field Details: User can update the completion of the activity from this option

either for single employee or multiple employees together. During the updation for

Completion of Activity user can also link the respective document wherever applicable.


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Suppose In the above activities from 1 to 4 require a document to be attached with it, the

same can be done from option CC �� Custom Field/Document Master �� View Custom

Field for Employees. Once the activity is completed in column “Completed” select “Yes”.

Also In the above activities from 5 to 6 do not require any document to be attached with it,

then from option CC �� Custom Field/Document Master �� View Custom Field for

Employees once the activity is completed in column “Completed” select “Yes”.

Delete Custom Field Details: User can delete the Activity Assigned to Employee from this

module.


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Print: User can print the list of updated activities for the respective selection from this

module.

Spine Payroll Article 4: Employee

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Article 4: Employee

4.1 Employee Master

Employees of the organization are to be defined using this option of Spine Payroll. This

module consists of four options Details, Personal Details, Other Details and Tax Related.

Details:

User can input information as per the screen shot below of all the employees. All the

information that are Underlined are compulsory. Give all the available information about

the employee.

Name: User can input the name of Employee in this field.

e.g. Ashwin Roy, Niranjan B. Deshmukh, Ramprasad Digambarlal Chatturvedi, etc

Ticket No.: Ticket Number is a unique mandatory numeric field. It can be auto generated or

user can input the Ticket Number of their choice in numeric format. When User requires the

system to generate the Ticket Numbers they are generated as running serial number (e.g. 1, 2,

3, etc).

Employee Code: Employee Code is unique mandatory text field. It can be auto generated or

user can use their current coding system. Employee code can also be used as interface with

your swap card system. When User requires the system to generate the Employee codes

wherein Employee Codes are generated as First Character of Name and Running Serial

Number (e.g. If Ashwin Pradhan is the name of employee then the code will be A00001, If

Anand Roy is the second employee in A Series then the code will be A00002 and so on.

Suppose there are employees starting with another alphabet (e.g. if Nilkanth M is the

employee then the code will be N00001 and so on)

Title: User can select the title from the list available such as Mr., Mrs., Ms., Shri, Smt., Dr.

Gender: User can select Male or Female. User can get the report generated on base of Male

or Female selection. Also respective calculation for Tax can be generated on the base of this

selection.

Birth Dt.: User has to input the Date of Birth for employee. The respective calculations

which are depending on Date of Birth are calculated on the date input in this field.

Employee Photo: User can link Employee’s Photograph in Employee Master in Add or Edit

mode. In Add or Edit mode, Double Click on window for Employee Photo and select the

Photo Image to be linked for the respective Employee. Save the record. When we search the

employee in Employee Master, Employee Details get displayed with Employee Photo. The

Photo Image must be in Jpg, Jpeg or Gif format with size 110 pixels x 140 pixels.


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Grade, Branch, Department, Designation, Division, Unit, Category and Group: User

can select the respective masters which are defined in Master Fields and assign the same for

respective employee. Grade, Branch and Department are mandatory masters.

Payment Mode: User can select Payment Mode as Cheque, Bank, Cash and DD.

Joining Dt.: User has to input the Date of Joining for employee. The respective calculations

which are depending on Date of Joining are calculated on the date input in this field.

Confirmation Dt.: User can input the Date of Confirmation for employee. The respective

calculations which are depending on Date of Confirmation can be calculated on the date

input in this field.

Last Increment given on: User can input the Last Increment Date in this field. If the

Increment module is used for managing the Increment the last increment date gets

automatically updated at the time of every increment.

Employee Status: User can select the Employee Status as Active, Transferred, Resigned,

Retired, Sacked, VRS or Expired. User can also update the Employee Status from option

“Events � Left/Retired/Terminated”. This will help in getting the Employee list as per the

status.

Note: In case of change in Grade / Branch user can do the changes from Events =>

Promotion and Transfers.


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Freeze Employee If for any reason Employees salary needs to be hold after it is processed user can do the same

from option Freeze Account.

Freeze Account: For freezing the account user has to select option “Freeze Account” in

Employee � Employee Master Module.

Freeze Date: User can also input the date for identifying since when the Account is Freezed.

Freeze Reason: User can also input reason for freezing in this field.

Once the Account for any Employee is Freezed, user can take the Payslip, Register, Bank

Statement, Bank Text File, etc for “Freezed Accounts”, “UnFreezed Accounts” and “All

Employees” by selecting the particular selection during generating the same.

Personal details:

User can input information as per the screen shot below of all the employees.

User can enter Local Address and telephone nos., marital status, no. of children (useful for

Taxable Purpose) and other personal information of the employees. There is a provision of

entry of Email id, if user has entered e-mail id the same can be used for sending Payslips and

Tax Projection by email directly from the software.

Children: User can input the number of children for the employees. This is considered in

exemption calculation for children education in Tax Projection.

Father/Husband Name: User can input the Father / Husband name for Employee. Father /

Husband Name is required for generating forms such as “PF Form 5 (Employee

Registration)”, etc.

Local Address: User can input Local Address for Employee.

Permanent Address: User can input Permanent Address for Employee.

Email id: User can input email id for employee. If the Payslip and Tax Projection are to be

sent by email to the employee then it is sent to the email id input in this field.

Weekly Off: User can select the weekday on which the selected employee has the official

weekly off. This selection helps in automatic input of weekly off in “Daily Attendance

Muster Entry” Module during the input of Daily Attendance.


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Other Details: User can set the flag for eligibility of deduction for P.T., P.F., E.S.I.C. and

Surcharge. The flag set as ‘No’ will not calculate any amt. for those employees irrespective

of column defined in that grade. Bank Name and A/c no is required for employees where

salary is directly credited to their Bank A/c. P.T. No., P.F. No., and PAN No., if so has to

define.


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Custom Field: User can assign the activity defined in Custom Field / Document Master to

particular employee who is eligible and view the same from this option. Also if the Activity

is completed it has to be marked Yes in Column “Completed”.

This Process can be done for Multiple Employees together from View Custom Field Details

option in Custom Field/Document Master Module.

Show P.Tax Slab: This option displays the current Profession Tax Slab input in the slab

master for the selected Employee.

Salary Structure: This option displays the current Salary Structure input for the selected

Employee.


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4.2 Employee Personal Details

In this module we can enter the personal details of Employee, such as the Personal Details,

Passport Details, Family Details, Bank Details, Policies Details, Sureties Details, Liabilities

Details and Others Details (Social Responsibilities and Relatives in Organization) could be

defined using this module.

Personal: In this User can manage data like Place of Birth, Nationality, Religion, Caste,

Nominee, Height, Weight, Blood Group, Identification Mark, etc

Passport: In this User can manage Details related to Passport and Driving License of

Employee.

Family: In this User can manage Details related to Employees family members.

Bank: In this Details related to various Bank Accounts can be managed.

Policies: In this User can manage Details related to Various Policies available with the

Employee.

If user wants to maintain the LIC Policy for the employees through Employee’s Personal

Details, then he can enter the column as deduction and Attach it as ‘LIC Premium’, this will

deduct his premium amount mentioned in ‘Employee’s Personal Details’ and will also

project the same at the time of Tax Projection.

Sureties: In this User can manage Details related to Various Sureties given for any other

employee. This is help while giving some loan.

Liabilities: In this User can manage the details of external financial liabilities like direct or

indirect loan, EMI etc.


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Others: In this User can manage Details about Social Responsibilities in which the

Employee is involved and Relatives of the Employees in Organization.

User can upload the Employee Personal Details from “Utilities �� Import �� Employee

Personal Details” option.

4.3 Employee Qualification Details

User can enter the details of Employee Qualification individually. Details like Employees

Degree, University, College, Year, etc. can be inputted through this module. User has to

select the ‘Employee Name’ and click on ‘Fill Data’. A window expands giving you the

option to add the details of Employees Degree, University, Institute, Year, Specification and

Grade. User can also enter multiple qualifications of an employee.

User can upload the Employee Qualification Details from “Utilities �� Import ��

Employee’s Qualification Details” option.


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4.4 Previous Job Experience

User can enter the details regarding the Employee Previous Job Experience. User has to

select the ‘Employee Name’ and click on ‘Fill Data’. A window expands giving you the

option to add the details of employees previous Company Name, Address, Joining Date, Left

Date and Annual Salary. User can also enter multiple job experiences of an employee.

User can upload the Previous Job Experience Details from “Utilities �� Import ��

Previous Job Experience” option.


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4.5 Previous Job Salary Details

Through this module, user can enter the details of Employee Previous Job salary along with

the bifurcation of D.A., H.R.A., and other allowances received and P.F., TDS, and P.T.

deducted. (Necessary at the time of Tax Projection)

User can upload the Previous Job Salary Details from “Utilities �� Import �� Previous

Salary Data” option.

4.6 Salary Structure Settings

Salary Settings is the module where user can define the master salary amount applicable to

individual employees and can also view the reports.

There are four sub-menus in this module.

1) Salary Structure Entry (Single)

2) Salary Structure Entry (Multi)

3) Salary Structure Report

4) Cost to Company (CTC)


Page No: 40

4.6.1 Salary Structure Entry (Single)

In this module, user can enter the basic salary of the employees individually. User should

also select monthly / daily on which basic amt. is to be affected. Columns defined as ‘Fixed’

or ‘At Pay Time’ or ‘Reimbursement’ appears in white cells and are open to input figures.

These figures will be reflected in Monthly Pay slip Processing.

The Columns, which are defined, as ‘Formula’ in Column master will be automatically

calculated, based on the formula. The salary structure is entered once for all. The Column,

which is of ‘Fixed’ type, has to input here, as it not displayed at the time of payslip

processing and cannot be modified. This module is internally divided into three parts viz.

Allowances, Deductions and Variables. User can enter the amount of Fixed Allowances and

Deductions and the value of ‘Fixed / Flag’ Variables.

Note: Column Type defined as Fixed in the Column Master is not allowed to change /

modify at the time of monthly Payslip processing.

4.6.2 Salary Structure Entry (Multiple)

Through this module, user can enter the basic salary for Multiple Employees (Grade Wise)

i.e., by selecting a Grade and refreshing the list of employees of that Grade. Other entries

same as per Salary Structure Entry (Single).

4.6.3 Salary Structure Reports

Various Reports related to Salary Structure can be viewed and printed with the help of this

module.

User can generate the report Grade wise or Branch wise or Department wise or Division wise

for an individual employee or for all employees with fifteen or thirty allowances and

deductions.

Also user can take Month wise Salary Structure report from this option if user has processed

that month salary in previous history.

User can upload the Salary Structure Amount from “Utilities �� Import �� Salary

Structure” option.

4.6.4 Cost to Company (CTC)

Through this report, user can know the total actual cost affected by the Company - Grade

wise or Branch wise or Department wise or Division wise for an individual employee or for

all employees in a particular year with or without P.F., E.S.I.C. and P.T. details.

User can also select the option of showing all allowances and deductions, which are shown

or hidden in the Payslip. CTC Report can be viewed horizontally or vertically.


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4.7 Reports

4.7.1 Report Writer

User can define and generate reports for Master Details from this module. This is a very

important Tool and can help in generating of any number of master related reports as per the

users requirement. The defined report can be saved and can be used any time whenever

required.

It consists of Criteria, Master Fields, Other Fields, Sort and Title options.

Criteria: In this module user can select the necessary grouping required for generating of

necessary report. e.g. Grade wise, Branch wise, Department wise, Division wise, Unit wise,

Category wise, Group wise or for any sigle employee selection. User can also select the

grouping for All, Current or Left employees.


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Master Fields: Fields related to Employee Master Details such as Ticket Number, Employee

Code, Employee Name, Date of Birth, Date of Joined, etc can be selected from this option.

Other Fields: Selection for Master Fields related to Personal, Passport, Family, Bank,

Policies, Sureties, Liabilities, Social Responsibilities and Relative in Organization,

Qualification Details, Previous Job Experience, Previous Job Salary, Salary Structure details

and Custom Field Details. User can also provide specific filtration / condition for specific

requirements of reports.


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Sort: User can Group and Sort the records as per requirement using this option.

Title: User can define the title required in the report. Various different settings for the report

can be managed from this option such as setting the Font Size, Line Spacing between the

records, selection of horizontal and vertical grid and serial number.


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4.7.2 Employee Label

User can print labels for employees Grade wise, Branch wise, Department wise, Division

wise, Unit wise, Category wise, Group wise and for all employees or individual employee,

with 3 different formats containing Company Name, Employee Code, Grade, Branch,

Department, Division, Local or Permanent Address.

4.7.3 Employee Date Listings

User can generate various reports Grade wise, Branch wise, Department wise, Division wise,

Unit wise, Category wise, Group wise and for all employees or individual employee related

to Employee’s Birth Date, Anniversary Date, Join Date, Confirmation Date, Resignation

Date and Left Date through this option. User has to select the Month / Period and Click on

‘Ok’ button.


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4.7.4 Employee Count Report

This module will help to take report for Employee count within the company as per their

various selection options.

4.7.5 Experience Report

Through this module, user can generate the experience report of the employee.

User can generate the report Grade wise and also based on Service years.

Spine Payroll Article 5: Salary Manager

Page No: 46

Article 5: Salary Manager

5.1 Column Master

Column Master is a key module of the Software; User can define various Allowances,

Deductions and effective Variables as per the requirement of the organization. User can

define different Calculation Setting Gradewise.

User should note that Monthly Processing of salary is Grade wise, Branch wise, Department

wise, Division wise, Unit wise, Group wise, Category wise or for All employees.

Employees having common Allowances and Deductions are preferred to be under one Grade.

If there is no current Grade system applicable in the organization, then user should define

Grades as per bifurcation required or else, he can follow their existing Grade system. This

can ease the monthly processing of payroll.

User should maintain similar structure of Column Master in different Grades. It will give

ease to generate more complex reports across the Grade, Department, Branch, Cost Center,

etc. and also managing the structure of calculation.

For e.g. a1 is D.A., a2 is H.R.A., a3 is Medical Reimbursement and a4 is Conveyance, in the

first Grade and if D.A. and Medical Reimbursement is not applicable in the second Grade,

then start the Column Master with a2 for H.R.A. and then enter a4 for Conveyance. User

should skip entry for a1 and a3 in second Grade.


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User can define Allowances, Deductions and Variables upto 45 each for each grade. (If the

database used is Oracle or SQL Server; Allowances, Deductions and Variables are upto 60

each for each grade). These Allowances / Deductions / Variables are applicable to the

employee in that grade. To start defining the columns user need to follow the steps given

below:

Select the Grade and Click on ‘Add’ for defining the column settings.

Select the code from a1-a45 for Allowances, d1-d45 for Deductions, v1-v45 for storing

run-time values i.e., Variables.

User can define their respective Column Name, which will be used for Pay slips, Registers

and various other reports. Column Name can be D.A., H.R.A, Conveyance, Provident Fund,

E.S.I.C, P.T, etc.

Column Type: Select the Column type as Formula, At Pay Time, Slab, Fixed,

Reimbursement, Periodic, Flag, Fixed Reimbursement, etc. (More details on the same are

mentioned below on Page 21).

Column Formula: If user has selected Column Type for any Allowances / Deductions /

Variables then he has to define the formula related to that Allowance / Deductions /

Variables in ‘Column Formula’.

The user should try to define the std. Allowance / Deductions as per the STD. Column given

in the side window. (Incase, user select some other combination than user shall change the

standard column to get the correct statutory reports). The user should try to use common

column code in every grade for same allowance / deduction.

Round Off: In all, there are four options as ‘NO’, ‘YES’, ‘Round Upto 5p.’ and ‘Round

Upto 10p.’ User can use any of these four options.

Attach As: This is normally applicable with column type = ‘At Pay Time’, This columns

can be attached with following terms:

Tax Free Loan: If the column is of Loan and the loan is a tax-free loan the user should

select this type.

Housing / Vehicle Loan: If the loan given to employee is against Housing / Vehicle. The

user can select this type. This will help the user to calculate their perks and I.T. Projection as

per the current I.T. Act.

Other Loans: Loan other than above is selected as this type to calculate their perks and I.T.

Projection as per the current I.T. Act.


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Loan Interest: If the column name is of ‘Loan Interest’ the user should select this type.

Interest can be auto calculated as per the interest rate defined while issuing loan on reducing

balance. The interest also can be handled manually.

CED (Children Education Allowance): As per the current I. T. rules C E D is exempted up

to X amt. If the allowance given to employee is ‘C E D’ user should select this type and set

the current I.T. exemption amt. in ‘Exemption Limit’ Column.

Monthly Exemption: If for any of the allowances, user wants to calculate Exemption on

Month-to-Month basis then he can select this option. By selecting this option, amount paid

under this allowance is compared monthly for exemption. User has to enter the Yearly Limit

in Exemption Limit column.

For e.g., If an allowance say Conveyance is of ‘Fixed’ or ‘At pay time’ Column type, given

any amount but should be exempted only Rs.800/- per month, then select Attach As

‘Monthly Exemption’ and enter the Exempt Limit as Rs.9600/- (800*12).

LIC Premium: If user wants to maintain the LIC Policy for the employees through

Employee’s Personal Details, then he can enter the column as deduction and Attach it as

‘LIC Premium’, this will deduct his premium amount mentioned in ‘Employee’s Personal

Details’ and will also project the same at the time of Tax Projection.

Mediclaim: If user is deducting any amount for Mediclaim through Payslip and he wanted to

give affect of the same amount in Tax workings Under Chapter VI A Deductions (80D), the

user can attach the same as ‘Mediclaim’.

CTC Yearly: If any amount to be displayed in the CTC Report, user can select this option.

User has to enter the yearly amount in Employee � Salary Structure Single / Multiple.

Basic Payment: In FORM 24 there are two bifurcations of Income, i.e., Basic Pay and Other

Pay. If any amount user wants to display in Basic Pay then he can attach it as ‘Basic

Payment’ and rest all other income will be displayed in Other Pay.

Calc on Present days: When an Allow / Deduct are paid on pro-rata basis. This option is

selected as ‘YES’. This will be calculated on present days + Weekly Off + Paid Holidays +

Paid Leaves.

For e.g. If an employee is present for 16 days and weekly off in that particular month is 4

then he will get salary for 20 days. E.g. Total allowance is Rs.3000/- and if user selected

‘Yes’ then he will get Rs.2000/- and if user selected ‘No’ then he will get full amount

Rs.3000/-. This option is applicable only for Column Type ‘Fixed’ and ‘Formula’.

Print in Payslip: If user doesn’t want a particular Allow / Deduct to be printed in Pay slip.

User should select Print in Pay slip = ‘NO’. Amt. in this column will affect the balance in

pay slip. Note the same will be printed in Salary Register.


Page No: 49

Consider weekly off. : If selected ‘No’, it will calculate the amount for weekly off and Paid

Holiday, if ‘Yes’ then will not calculate the amount for Weekly Off and Paid Holiday and

‘Only Weekly off’ will not calculate the amount for weekly off.

For e.g. If weekly off is 4 days, allowance is Rs.3000 and employee is present for full month

then the employee will get Rs.2600 else gets Rs. 3000.

Taxable (I. T.): ‘Yes – Exempted Under Section 10’ will affect the gross taxable salary of

the employee for the calculation of Form16 and Income Tax projection. ‘Yes – Exempted

Under Section 17’ will affect the gross taxable salary of the employee for the calculation of

Form16 and Income Tax projection.

Exemption Limit: User can define the Exempt Limit for an allowance. This will be

exempted at the time of projection.

For E.g.: Exemption Limit for Medical Reimbursement can be set as Rs. 15000.

Account Code: Software also generates Journal Entry for every month; user can use

Account code with respect to their existing Accounting software.

Calculate IT Projection on Actual Basis: If the user wants to calculate I.T. Projection on

basis of actual amount paid, user should check mark this option.

For E.g.: Incentives are calculated on actual basis in I.T. Projection. Other allowances like

D.A., H.R.A., etc. are calculated on estimated yearly amt. for I.T. projection.

Update as Loss From House Property: If any Loan is given under Housing Loan category

and user wants the system to calculate its perks value (Loss From House Property and

Housing Loan Repayment) then check mark ‘Update as Loss From House Property’.

Explanation of the TYPE of columns user can define

Formula: When an Allow / Deduct are based on formula, column type is selected as

‘Formula’ and the formula is written in ‘Column Formula’ field. The formula method is

same as EXCEL formula.

For E.g.: ESIC calculation formula can be 1.75 % of Basic + DA + HRA. Or, a1 = DA, a2 =

HRA then formula will be 1.75/100*(new_basic+a1+a2) in the formula column.

The user can also use variables used in the software for complex formulas, the variable are

mentioned in the ‘Standard Variable’ Tab, which is next to the ‘Details’ window.

At Pay Time: When Allow / Deduct are decided while monthly processing and also differs

from person to person, every month then ‘At Pay Time’ type can be used. Reimbursement,

Incentives, etc. are examples for Allowances and Loan, TDS, etc. are example for

Deductions. This Allow / Deduct field is open to enter amt. while processing monthly

payroll.


Page No: 50

Slab: When a column is required to be calculated based on different slab value then column

type ‘Slab’ is selected, column formula should be kept empty. Normally Prof. Tax is

calculated on slab basis. Slab to be defined in Salary Manager � Slab Master.

Fixed: When an Allow / Deduct have same amt. for every employee in that grade and same

for all the months the Column Type can be selected as ‘Fixed’.

For e.g. If HRA for all the employees in a specific Grade is Rs.1500/- then select type as

Fixed and put value as 1500. It can also be used for Employees having diff. amt. but same

amt. every month (user can change the fixed value at employee level through Employee�

Salary Structure Single / Multiple).

Reimbursement: When allowances are reimbursed to an employee this column type is

selected.

For e.g. Medical Allow is reimbursed to the employee every month, but it should also not

exceed beyond certain limit, which can be set through Reimbursement Master. The user can

also get the report like Balance amt. to be claimed by the employee. This can also be used for

Traveling allow.

Periodic: This type is useful when allowances are given only on specific months like every

quarter end or once in a year or any specific month. Here, user has to select this type and rest

of the selection has to be made in Periodic Payment master.

Flag: In a specific Grade, if user wants to bifurcate some employees and calculation for

some Allowances / Deductions of those employees has to be on the basis of this bifurcation,

then user can open a variable as ‘Flag’. The value for this is defined in Employee � Salary

Structure � Single / Multiple. This value remains constant in case Arrears and

Supplimentary are given.

Fixed Reimbursement: In a specific Grade, if the reimbursement amount paid to an

employee is to be calculated on the basis of present days then the column type must be Fixed

Reimbursement.

Note:

� When Column Structure of one grade is almost similar to another grade user can

copy the existing structure to the new grade with the ‘Copy Column Settings’

option.

� Also if user is setting multiple companies and have same structure of calculation in

all the companies column master settings from once company can be exported

from the first company and same can be imported in another company.

For e.g. User has to copy the column settings defined in ‘Grade A’ to ‘Grade B’, then user

have to first select the ‘Grade A’ in Copy column settings from option and then the ‘Grade

B’ in to Grade option and Click on ‘OK’, this will give the message ‘Records have been

copied successfully from Grade A to Grade B.


Page No: 51

These are the Standard Variables that can be used in column master settings for

writing any formulae.

Variable Description = Variables name

(to be used in formula)

Basic Rate = basic

Casual Leave availed = cas_leave

Sick Leave availed = sk_leave

Privilege Leave availed = priv_leave

Other Leave = OthLeave

(+)Compensatory Leave = compen_leave_accrued

(-)Compensatory Leave = compen_leave_enjoy

Privlage Leave Encashments = plench

Casual Leave Encashments = clench

Sick Leave Encashments = skench

Other Leave Encashments = otench

Compensatory Leave Encashments = coench

Company Accommodation = comp_adn

CRI Points = cri

D A Points = da

Total days present in month = day_present

Previous month deducted ESIC = esic

LWP days = leave_wo_pay

Absent days = day_absent

Month = mnth

Earned Basic = new_basic

Overtime Hours = ot_hours

Latetime Hours = not_hours

PLB Bonus % = plb

Shift A, Shift B, Shift C = shift_1, shift_2, shift_3

Total days in a month = tot_day

Wkly Off = wkly_off

Paid Holiday = paid_holiday

Not Worked Days = not_present

Employee Join (value 1 & 0) = new_join

Employee Confirm (value 1 & 0) = emp_confirm

Employee Left (value 1 & 0) = emp_left

Employee Resign (value 2 & 1 & 0) = emp_resign

Page No: 52


Variable Description = Variables name

(to be used in formula)

Employee Join Months = month_join

Employee Confirm Months = month_confirm

Employee Age = emp_age

PF Flag (value 1 & 0) = pf_flag

ESIC Flag (value 1 & 0) = esic_flag

PT Flag (value 1 & 0) = pt_flag

Process Type (P=Process,S=Suplimen) = process_type

Sick Leave Balance = sk_leave_bal

Casual Leave Balance = cas_leave_bal

Priv. Leave Balance = priv_leave_bal

Compen. Leave Balance = compen_leave_bal

Other Leave Balance = oth_leave_bal

Process Month Year = mnth_year

Resign Days = ResignDays

Grade Flag Value = GrFlagVal

Branch Flag Value = BrFlagVal

Dept.Flag Value = DeptFlagVal

Desig.Flag Value = DesigFlagVal

Div.Flag Value = DivFlagVal

Cate. Flag Value = CateFlagVal

Group Flag Value = GroupFlagVal

Unit Flag Value = UnitFlagVal

Page No: 53


Example of some of the Standard Settings, Please note the below

mentioned Settings may change as per the Organization’s requirement.

Column

No.

Column

Name Formula / Type Others

LIST OF ALLOWANCES

a1 D.A new_basic * 10/100

a2 H.R.A new_basic * 20/100

a3 Conveyance Fixed Exempt Limit:

9600

a4 Education

Allowance Fixed

Attach As: CED

Exempt Limit:

1200

a6 Medical

Reimb. Reimbursement

Exempt Limit:

15000

a45 Round Off At Pay Time

LIST OF DEDUCTIONS

d1 PROV.

FUND v1 * 12/100

d2 E.S.I.C roundup((v3 * 1.75/100),0)

d3 P.Tax Slab

d4 TDS At paytime

d5 Staff Loan At paytime Attached as: Loan

d6 Loan Interest At paytime Attached as: Loan

Interest

d11 VPF Fixed OR At Pay Time OR Formula Additional PF

d12 LWF EE if(or(mnth=6,mnth=12),if(v23>3000,

12,6),0)

Page No: 54


LIST OF VARIABLES

v1 P.F. Column If(pf_flag=0,0,if(new_basic>6500,6500,n

ew_basic))

v2 P.F.

Contribution d1-v6

v6 Pension

Contribution

if(emp_age>58,0,if(v1*8.33/100>=541,5

41,v1*8.33/100))

v3 E.S.I.C

Column

if(or(mnth=4,mnth=10),if(v7>7500,0,v8),if

(esic>0,v8,if(v7>7500,0,v8)))

v4 E.S.I.C

Contribution V3*4.75/100

v7 E.S.I.C Gross

((new_basic+all allow for which gross

needs to be calculated)*tot_day/(tot_day-

leave_wo_pay-day_absent-not_present))

v8 E.S.I.C

Actual new_basic+all allowances

v9 P.Tax

Calculation new_basic+all allowances

v10 Admin

Charges v1*1.1/100

v11 EDLI # 21 if(v1*0.5/100>32.5,32.5,v1*0.5/100)

v12 EDLI # 22 if(v1*0.01/100>0.65,0.65,v1*0.01/100)

v13 EDLI Salary if(v1>=6500,6500,v1)

v14 Pension

Salary if(emp_age>58,0,if(v1>=6500,6500,v1))

v22 LWF EY if(or(mnth=6,mnth=12),if(v23>3000,36,1

2),0)

v23 LWF Salary new_basic

Copy Column Settings Note: If user wants to create column master for new company or want to create same column

master for one grade as per the existing company then in Copy Column Settings user can use

option Export Column Master. To upload the text file of column master from one company

to another again in new company select file for uploading from Select File to Import & click

on Import Column Master.

Print Order A/C Code: This option is used for two purposes,

a) The provision for single entry of Account Code is given from option “Details” in Column

Master while definition or edition of any head. Multiple Entry of the same can be done from

“Print Order A/C Code” Option

b) User can input the order in which the respective earning or deduction must appear in

payslip.

Page No: 55


Utilities: This option contains

a) Delete All Records,

b) Check Columns, c) Column List and

d) Summary Variables

a) Delete All Records: This helps in deleting all the column heads defined in the particular

grades selected (Delete All Records will allow to delete only if no other parameters such as

slab, loan, reimbursement, etc are linked or configured in the respective module.

b) Check Columns: This option checks the column master setting and reports for some of

the discrepancies such as Column Heads Created with same name, etc. It generates the error

text file in Text folder path.

c) Column List: This option generates Detailed and Summary Report for the column master

settings.

d) Summary Variables: This option allows the user to define formulae for getting values

from the respective heads for previous selected period within last one year tenure. This

automates the process of transfer of value for selected period for the respective heads.

There are 45 summary Variables in total, listing from s1 to s45 with Access as backend and

60 summary Variables in total, listing from s1 to s60 with SQL Server and Oracle as

backend.

e.g. Special Incentive is calculated every month on provisional basis, this is to be paid to the

employee in the month of October every year.

Procedure:

a) Go to “Salary Manager � Column Master � Utilities � Summary Variables”, this will

open the summary variable settings window.

b) There are three tabs Column Definitions, Summary Standard Variables and Copy

Summary Variables in this module.

c) Column Definitions: This Consists of following,

Column: User can select the head for definition of required formula.

Formula: User can input the formula required for calculation of respective head.

Previous Month Flag: User can select this option for transfer of value of respective heads

every month as per the formulae defined in Summary Variable. i.e. During the salary process

the value as per formulae will get transferred from last month to the current month.

Page No: 56


Calculate for Current Year: User can select the number of months from current year from

where the value for the respective heads as per the formula needs to be transferred in the

payable month.

Calculate for Past Year: User can select the number of months from past year from where

the value for the respective heads as per the formula needs to be transferred in the payable

month.

Payable Month: User can select the month in which the value for respective heads from the

selection of months in “Calculate for Current Year” and “Calculate for Past Year” as per the

formula needs to be transferred.

Case 1) If Amount for respective heads as per the formula needs to be transferred every

month from last month to current month.

Procedure: a) Select Column in “Column” option. (i.e. s1, s2, etc)

b) Input the require formulae in “Formula” option. (e.g. new_basic * 20/100)

c) Select option “Previous Month Flag”

d) Call this summary variable in formula of any head in column master settings.

Page No: 57


Case 2) If Amount for respective heads as per the formula needs to be transferred from

a selected period in selected payable month.

Procedure:

a) Select Column in “Column” option. (i.e. s1, s2, etc)

b) Input the require formulae in “Formula” option. (e.g. new_basic * 20/100)

c) Select the month in which the amount needs to be transferred in column “Payable In”

d) Select the respective months in columns “Calculate for Current Year” and “Calculate for

Past Year” from where the value needs to transfer in current month. (See the screen shot

above)

e) Call this summary variable in formula of any head in column master settings.

5.2 Slab Master

Column that is marked as ‘Slab’ type in Column Master will appear in this module. User can

define different slabs on which the amount is selected. (Especially for Professional Tax). The

Slab can be defined in Grade-State wise combination, as P.T. is different for different States

and also not applicable for some States.

Slabs defined for a month and year will be effected for the balance month unless new slab is

defined for another month. Additional amount to be deducted in the month of February can

be keyed in Feb. Amt. Column (For Slabs defined for Maharashtra State). For e.g. Slab

defined for the month of April 2008 will be affected for May, June etc.

Page No: 58


The user can copy the slab to another month / State (using ‘Copy Slab’ button) if there are

any changes in slab for new month.

Note: Whenever new slab rates are applicable user shall input new month and year and new

rates again. User shall not remove / edit the old one, as software will consider old rate while

old month re-processing.

� Working with this Module:

1) Go to Salary Manager � Slab Master.

2) Select Month and Year from which slab is applicable and is to be defined.

3) Select respective State, Grade and Slab for Column (Column Type selected as ‘Slab’ in

Column Master) for which slab to be defined.

4) Click on button [INPUT SLAB].

5) User can now see the expanded window showing Salary slab (From and To), Amount of

Allowance / Deduction, Feb. Amt and Calculate on Column on which salary should

compare. (Calculate on Column is the gross amount, effective on which slab is entered,

it is the variable defined in Column Master as P.Tax Gross e.g., v9).

6) User have to enter the slab one by one and save it.

For e.g. In column master, user can define v9 as formula like (new_basic + a1 + a2) so while

processing of pay-slip software will execute v9’s formula to compare the salary slab.

Page No: 59


5.3 Reimbursement Master

Usually Reimbursement head is used for such kind of calculation where at first the employee

spends and submits the actual bills to the organization and the amount is reimbursed

depending on the eligibility. In this module, user can manage the settings for reimbursement

as per Grade wise and also Employee wise.

5.3.1 Grade wise Settings: In this module, User can set the Reimbursement Settings which are applicable for selected

grade and same can be updated for each employee in employee wise setting.

Grade wise setting module contains the setting for Period Selection where user can select

(Calendar / Financial) as per their requirement.

We suggest selecting the setting as Financial as further this module also has an important

role in Tax Exemption Calculation and Tax Calculation is always as per Financial Year only.

Each organization has a different approach towards managing Reimbursement Heads,

Few of the approaches are as follows,

Case 1) Monthly-Reimbursement a) Employee Pays first then claims the Reimbursement. The Amount is reimbursed to the

Employee as per the accumulated eligible amount.

b) The Amount paid to the employee under the respective head of reimbursement is

exempted upto the amount of bills submitted.

c) Eligible Amount is calculated by selecting INC Code based or Monthly Increment based

calculation.

Page No: 60


Case 2) Monthly-Fixed Reimbursement

a) Organization first pays the Monthly Eligible Reimbursement Amount to the Employee.




calculation.

Case 3) Yearly-Reimbursement a) Employee Pays first then claims the Reimbursement. He claims any amount upto the total

yearly eligible amount for the respective head.




calculation.

Grade wise setting also contains following columns against the heads available in “Column

Name” Column.

Show Increment Option: Selection of this option allows the user to select the options

“Fixed/Monthly Increment” and “Increment Col. Code” for calculating eligible amount

for reimbursement in monthly form. If “Show Increment Option” is not selected user will

be able to manage the reimbursement in Yearly form.

Amount: In this user can enter Yearly Eligible Amount which is common for all the

employees in the particular grade. If the Yearly Eligible Amount is different Employee Wise

the same can be updated from Employee Wise Reimbursement Setting.

Monthly Increment: In this user can enter Monthly Eligible Amount which is common for

all the employees in the particular grade. If the Monthly Eligible Amount is different

Employee Wise the same can be updated from Employee Wise Reimbursement Setting. The

Eligible amount gets accumulated with the number of months processed.

Allow C/F: In this field user can select Yes or No, if the balance amount at the end of period

selected is to be carried forward in next year user has to select “Yes” and enter the maximum

amount upto which the Reimbursement balance has to be Carried Forward. If the

Reimbursement Balance Amount is not to be carried forward select “No”.

Max C/F Amt.: User can enter the Maximum amount to be carried forward if “Allow C/F”

is selected as Yes.

Inc. Code: User can select the head which is defined in Column Master for calculation of

eligible Reimbursement amount.

Page No: 61


Working with this Module:

1) Go to Salary Manager � Reimbursements � Grade Wise Settings.

2) Click on ‘Add’ and select the Grade for which Reimbursement Setting needs to be done.

3) Select the period i.e., ‘Calendar OR Financial’.

4) If the Reimbursement Eligibility is to be managed on monthly basis user has to select the

option “Show Increment Option”. Selection of this option allows the user to select the

options “Fixed/Monthly Increment” and “Increment Col. Code” for calculating eligible

amount for reimbursement in monthly form. If “Show Increment Option” is not selected

user will be able to manage the reimbursement in Yearly form.

5) a) If the Eligible Amount for respective reimbursement head for selected grade is to be

calculated as per Monthly Increment Based then select option “Show Increment Option ��

Fixed/Monthly Increment” and input Monthly Eligible Amount in column “Monthly

Increment” for the respective reimbursement head.

5) b) If the Eligible Amount for respective reimbursement head for selected grade is to be

calculated as per Monthly Calculation Formula Defined in Column Master Settings then

select option “Show Increment Option �� Increment Col. Code” and select the respective

column defined in Column Master setting in column “Inc Code”.

5) c) If the Eligible Amount for respective reimbursement head for selected grade is to be

managed in Yearly form, do not select option “Show Increment Option”. Input the Yearly

Eligible Amount for the respective head of reimbursement for selected grade.

6) Once the above necessary selections and inputs are done Click on ‘Save’ button.

For e.g. If the Maximum limit for the employees of the Grade ‘Grade A’ is Rs.15000 a year,

then Open Grade wise Reimbursement module, Click on Add button, Select the Grade, Year

and input the amt. as Rs.15000 in Amt. Column.

For monthly increment in such a case, user can define Rs. 1250 (15000/12) as monthly

increment.

5.3.2 Employee wise Settings

In this module, user can update the settings set in Grade wise settings to the entire employees

belonging to the selected grade, if the settings set Grade wise are applicable to all the

employees in that particular grade.

If for each employee the settings such as Eligible Amount Yearly of Monthly are different

then User can also enter the same for all employees one by one.

Page No: 62


Employee Wise Reimbursement Settings:

Action Menu: It is available at the top left corner in Employee Wise Reimbursement

Module. It contains following options,

Recalculate Balances: User can run the process of recalculating the reimbursement balances

if the calculated balance figures need to be recalculated.

Update Exempted Amount: User can use this option to update the total used amount as

Exempted amount. This option will replace the existing exempted amount with the ‘Used

Amt.’ If this option is run this will update the used amount as exempted amount for all the

employees in particular grade selected.

For e.g. If the Used amt. is Rs.12000, and user want to exempt the same amount, then user

has to click on this option, System will replace the exemption amt. with Rs.12000.

Update Carry Forward: After the completion of period defined for Reimbursement, if the

user wants to Carry Forward the Balance Reimbursement amount to the next year then User

can run this option, provided the option for Carry Forward is Set to Yes in Grade Wise

Setting for the particular grade which is selected.

If Carry Forward Option is set to No in Grade Wise Setting for the particular grade which is

selected, then this option will add all employees in this module in the New Year and update

the same settings which are available in Grade wise Settings for the particular grade.

For e.g. If the amt. set in Grade wise Settings is Rs.15000, and if user clicks on this button

then Rs.15000 will be set for all the employees falling under that grade.

Page No: 63


Update Voucher Amount: When user want to update exempted amount as per the voucher

submitted then user can use this option instead of Update Exempted Amount. This option

will update the total voucher amount into Exempted Amt. column.

When user is taking the tax projection with exempted as per Reimbursement than the

particular Reimbursement head will be exempted only upto the amount of bill submitted.

Delete Multiple Entries: User can delete the records of all the employees in the selected

Grade for selected period.

Employee Wise setting in Reimbursement contains following columns against each head of

Reimbursement.

CTC Amt.: This is calculated automatically on Monthly Increment or monthly amount in

head selected in INC Code. This amount is displayed under the respective head of

Reimbursement in CTC Report and Tax Projection Calculation.

Opening Amt.: If user is initializing the software for the first time then in this column user

has to enter Last Year Closing Balance.

If already User is using the software and the Carry Forward flag is set to Yes for the

particular head of Reimbursement then the closing balance of Reimbursement is

automatically updated in the current year “Opening Amount” Column.

For Yr. Amt: If we run option Update Carry Forward from Action Menu, this will update

the Eligible Yearly amount in this particular head for all the employees. If the Yearly

Eligible amount is different for each employee User can enter the Current Year Opening

Amount as per the Eligibility of each employee in this head.

Total Amt.: This column displays the sum of figures in Opening Amt. & For. Yr. Amt.

Column.

Available Amt.: This column displays the accumulated monthly eligible value depending

on the Monthly Increment Amount entered or as per the selected head in Inc. Code from

Column Master for the number of months salary is processed.

Used Amt: This Column displays the total Reimbursement Amount Paid to the employee in

the selected period (This paid amount is entered through Processing)

Balance Amt: This Column displays the yearly balance reimbursement amount calculated

by getting the difference between Columns (Total Amt. – Used Amt.)

Available Bal. Amt: This Column displays the yearly balance reimbursement amount

calculated by getting the difference between Columns (Available Amt. – Used Amt.)

Page No: 64


Exempted Amt: Here user can update the amount which he want to give as an Exemption

so the remaining amount will considered as Taxable. This option user can update manually

or can use Action �� Update Exempted Amount to update the used amount in Exempted.

Or if user wants to show only the amount which is claimed by user (through voucher) then

uses Action��Update Voucher Amount.

User can enter reimbursements for all employees one by one or can update initially by

clicking on “Action �� Update Carry Forward” or for used amount from “Update

Exempted Amount”.

Monthly Increment: User can enter or edit the monthly Eligible value if the Particular

Reimbursement head is managed by monthly method. This value can automatically get

updated if the same in set in Grade Wise Setting and updated through Employee Wise

Reimbursement Setting.

Select Inc Code: User can select the head which is defined in Column Master for calculation

of eligible Reimbursement amount. This setting can automatically get updated if the same in

set in Grade Wise Setting and updated through Employee Wise Reimbursement Setting.

Inc Code: This column displays the column master head which is defined for calculating the

Reimbursement Eligibility and is selected from “Select Inc Code”

Narration: Remark or Narration regarding the Particular Reimbursement Head can be

entered.

User can upload the Reimbursement Settings Employee Wise from “Utilities �� Import

�� Upload Reimbursement” option.


1) Go to Salary Manager � Reimbursements � Employee Wise Settings.

2) Select the Grade.

3) Select the Period specified as per Grade wise settings and input the required year.

4) Click on ‘Input Reimbursement’ button.

5) The user can see the window expanded giving all the details of reimbursement.

Initially, user has to click on ‘Update & Carry Forward Reimbursement’ from Action

menu. This will update all the employees of that Grade as per Grade wise Settings for the

period selected.

Note: If user is entering the details of reimbursement of the employees individually, then he

has to click on ‘Add’, Select the Employee Name; enter the Total Amt, Available Amt. and

Monthly Increment (if any) in the given fields and save it. If user wants he can also

recalculate reimbursement as per the processed data by clicking on ‘Recalculate’ button. If

company is having more than one reimbursement columns then for recalculating user has to

select the Allowance form the Drop down box.

Page No: 65


5.3.3 Daily Reimbursement Voucher Entry

User can enter the Reimbursement bills submitted by the employees from this module. The

same amounts are uploaded in monthly processing as per eligibility. User has to select the

option ‘Upload Balance Reimbursement’ in monthly processing screen and the click on

execute button. This will upload the reimbursement amount from the ‘Daily Voucher Entry’

as per eligibility.

User can also restrict the exemption limit on given voucher amount by using Exemption

column. Here user can update the exemption amount based on availability and also restrict

part of that amount by splitting the amount & selection of YES / NO in Exemption column

to bifurcate the given voucher amount.

Working with this module:

1) Go to Salary Manager � Reimbursements � Daily Reimbursement Voucher

Entry.

2) Select the Grade for which you need to enter the figures.

3) Select the year and Column name.

4) If user wants to enter the detail for a particular employee then he can select the

employee or else he can directly click on ‘Add Data’.

5) This will expand the window giving the list of Employee Code, Employee Name,

Column Name, Date, Amount and Narration.

6) User can enter the date, amount and narration, if any, and save the record.

7) If user wants to edit the existing record then instead of clicking on ‘Add Data’

user can click on ‘Edit Data’.

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8) Edit data will give the list of employees whose record is already entered and if

user wants to delete any record then he can select the same and click on ‘Delete’

option.

User can upload the Reimbursement Voucher Details from “Utilities �� Import ��

Daily Reim. Voucher Entry” option.

Note: For reimbursement voucher entry, amount in the ‘Available Amount’ column in

Employee wise reimbursement settings must be there. For reimbursement based on

Monthly increment it will update automatically, while in case of total reimbursement,

user needs to feed in the figure.

5.3.4 Detailed Report

This module is used to get the detailed as well as summarized report for all heads defined as

Reimbursement.

(Report Type is selected as Detailed)

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(Report Type is selected as Summary)

5.3.5 Reim. Ledger (Monthly Inc.) This report will give the detailed description of Monthly Increment amount as well as used &

available balance of the same. User can take this report for Yearly or Monthly depending on

his requirement.

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(Report Type – Yearly)

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(Report Type – Monthly)

5.4 Periodic Payment (Grade Wise)

Periodic Payment Master Module is useful to define months in which allowances are paid to

employees. User shall first select the Grade, Column for which amount is paid as periodic

payment defined in the Column Master. User can select the months. This allowance will

appear in Pay slip processing only on selected months, User shall put Pay by voucher ‘Yes’

incase, payment is to be made by a separate voucher and not by pay-slip.

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Spine Payroll Article 6: Leave Manager

(Periodic Payment)

Note: The amount defined in this module will remain fixed for all employees while

processing the pay-slip.

For e.g. If the employee receives an allowance Rs.2000/- Quarterly i.e., in the month of

March, June, September and December, then User should go to Salary Manager� Periodic

Payments. Click on ‘Add’, select the Grade for which the amt. is to be paid periodically,

Select the Column which is attached as ‘Periodic’ in Column Master, input the Amount as

Rs.2000/- and Check mark the months March, June, September and December from the

months given below and save it. This allowance will appear in the Payslip at the time of

processing March, June, September and December.

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Article 6: Leave Manager

User can set the necessary Leave Setting and can manage the same. It Consists of,

� Grade Wise Leave Settings

� Employee Wise Leave Settings

� Holiday Master

� Weekly Off Multi Entry

� Daily Attendance Muster Entry

� Daily Attendance Muster Report

� Leave Reports

6.1 Grade wise Leave Settings

In this module, User can set the Leave Settings which are applicable for selected grade and

same can be updated for each employee in employee wise setting. User can manage Sick

Leave, Casual Leave, Privilege Leave, Compensatory Leave and Other Leave from the

Leave Manager Module.

Grade wise setting module contains the setting for Period Selection where user can select

(Calendar / Financial / June-May / November-October / July-June) as per their requirement.

Grade wise setting also contains following columns against the Leave heads available.

Eligible: In this user can enter Yearly Eligible Leave which is common for all the employees

in the particular grade. If the Yearly Eligible Leave is different Employee Wise, the same can

be updated from Employee Wise Leave Setting.

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Allow C/F: In this field user can select Yes or No, if the balance leave at the end of period

selected is to be carried forward in next year user has to select “Yes” and enter the maximum

leave upto which the Leave balance has to be Carried Forward in the Annual C/F Limit

Column . If the Leave Balance Amount is not to be carried forward select “No”.

Annual C/F Limit: User can enter the Maximum Leave to be carried forward if “Allow

C/F” is selected as Yes.

Monthly C/F Limit: User can enter the Maximum Monthly amount to be carried forward

which is common for all the employees in particular grade if “Allow C/F” is selected as Yes.

(This can be utilized if we are managing the Leave on Monthly Increment Based)

Monthly Increment: In this user can enter Monthly Eligible Leave which is common for all

the employees in the particular grade. If the Monthly Eligible Leave is different Employee

Wise the same can be updated from Employee Wise Leave Setting.

Proportionate: If the monthly incremented leave has to be calculated on prorata basis then

the proportionate option has to be selected “Yes”.

Start Credit------months after: If the monthly incremented leave has to be credited to

employee after certain period from joining date or confirmation date. Then in this option

“Start Credit” user can input the number of months after which the leave credit must begin

and in option “months after” user can select Join Date or Confirmation Date.

This will start the crediting the monthly Incremented Leave to the Employee from Join Date

or Confirmation Date depending on the options selected.

Start Using------months after: If the monthly incremented leave or the Credited leave is to

be used by employee after certain period from joining date or confirmation date. Then in this

option “Start Using” user can input the number of months after which the employee will be

allowed to use the leave and in option “months after” user can select Join Date or

Confirmation Date.

This will allow the employee to start using the monthly Incremented Leave or Credited

Leave after Join Date or Confirmation Date depending on the options selected.


User can manage Leave Yearly or Monthly

Managing Leave Yearly

1) Go to Leave Manager � Grade wise Leave Settings.

2) Click on ‘Add’ and Select the Grade for which user want to enter Yearly Eligible leaves.

3) Then select the Period i.e., Financial / Calendar / June-May / November-October /

July-June.

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4) Enter the Leaves eligible for a year, If user wants to carry forward the Leave to the next

year, then mark ‘Allow C/F’ as ‘Yes’ and input the carry forward limit in ‘C/F Limit’.

5) After all the above necessary selections are done Click on ‘Save’ button.

6) e.g. Suppose, the Leave for the grade ‘Grade A’ is maintained for Calendar year and

Privilege leave eligible for that Grade is 21 and the leaves are Carried forward in the next

year, then User has to select the Grade, the Calendar year from the list and input 21 in the

column Eligible, select ‘YES’ in ‘Allow C/F’ and enter the C/F limit in the next Column.

Managing Leave Monthly

1) Go to Leave Manager � Grade wise Leave Settings.

2) Click on ‘Add’ and Select the Grade for which user want to enter Yearly Eligible leaves.

3) Then select the Period i.e., Financial / Calendar / June-May / November-October /

July-June.

4) Enter the increment days in ‘Monthly Increment’ Column.

5) If the Monthly Incremented leave needs to be calculated on prorata basis the proportionate

option has to be selected “Yes”.

6) If the Monthly Carry Forward Leave needs to be restricted then enter the Monthly C/F

Limit for Leave.

7) If the monthly incremented leave has to be credited to employee after certain period from

joining date or confirmation date. Then in this option “Start Credit” user can input the

number of months after which the leave credit must begin and in option “months after” user

can select Join Date or Confirmation Date.

This will start the crediting the monthly Incremented Leave to the Employee from Join Date

or Confirmation Date depending on the options selected.

8) If the monthly incremented leave or the Credited leave is to be used by employee after

certain period from joining date or confirmation date. Then in this option “Start Using” user

can input the number of months after which the employee will be allowed to use the leave

and in option “months after” user can select Join Date or Confirmation Date.

This will allow the employee to start using the monthly Incremented Leave or Credited

Leave after Join Date or Confirmation Date depending on the options selected.

9) After all the above necessary selections are done Click on ‘Save’ button.

e.g. In the same case, of yearly eligibility of 21 leaves, Monthly Increment will be 1.75 and

the same should be entered in ‘Monthly Increment’ Column depending on settings done in

Start Credit or Start Using. If the leaves are to be adjusted depending on the Present days

then User has to select ‘YES’ in Proportionate Column.

6.2 Employee wise Leave Settings

In this module, user can update the settings set in Grade wise settings to the entire employees

belonging to the selected grade, if the settings set Grade wise are applicable to all the

employees in that particular grade.

If for each employee the settings are different then the User can also update the same

employee wise.

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Employee Wise Leave Settings:

This module is basically used for setting opening leave balance of the employees.

For e.g. Employees who have accumulated the leaves for years as to be set as opening

balance or organization starting the software from mid of the year, there may be leaves,

employee have already used, so balance leave is entered here, or there could be some special

consideration for an employee which need to modify that employee leaves. All this could be

done through this option.

On Top Right Side of the Module there exists one option “Action” which consists of

following options,

� Update from STD Leave Master

� Update and Carry Forward From Last Year

� Recalc-Used Leave From Process data

� Calculate PL for Current Year On the Basis of Last Year Atten.

� Delete Multiple Records.

Update from STD Leave Master: Once the necessary settings for leave are done in Grade

wise leave setting the same can be updated to all the employees in the respective grade by

running this option. All the settings done in this module are applied to each employee in the

respective grade.

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Update and Carry Forward From Last Year: After the completion of period defined for

Leave, if the user wants to Carry Forward the Balance Leave amount of the previous year to

the next year then User can run this option, provided the option for Carry Forward is Set to

Yes in Grade Wise Setting for the particular grade which is selected.

Recalc-Used Leave from Process data: User can run the process of recalculating the Leave

balances if the calculated balance figures need to be recalculated.

Calculate PL for Current Year On the Basis of Last Year Atten. : If the eligible Priv

Leave needs to be calculated on basis of Last Year Attendance then user can run the option.

Delete Multiple Records: User can delete the records of all the employees in the selected

Grade for selected period.


1) Go to Leave Manager � Employee Wise Leave Settings.

2) User has to select the Grade for which he has to enter the leave.

3) Input the year and click on ‘Input Leave’ button. The screen expands showing the field

for Employee name and other leaves.

4) Here, user first has to click on ‘Update and carry forward’ or ‘Update from STD

Leave Master’ button to update the standard leave eligibility for all the employees of

that Grade.

5) This will automatically update the Leave Master and will carry forward the previous

leaves as per Grade Wise Leave Settings.

6) If user wants to enter the total balance leave till date for the employees, then he has to

enter it Employee wise, by selecting Employee through ‘Search’ and ‘Editing’ it.

7) Input Total balance leaves carry forward to this year and leaves utilized till date (if any).

8) And Click on ‘Save’ button.

Note: Balance leave column will continuously update Balance as and when the leaves are

claimed / used. Recalc-Used Leave from process data will update the used leave as per data

already processed.

User can upload the Leave Opening Balances or Complete Leave Transaction from

option “Utilities �� Import �� Upload Leave” option.

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6.3 Holiday Master

The lists of holidays in a particular year can be defined Grade wise through this module. This

helps the user for marking the attendance from Daily Attendance Muster Entry. If any of the

day of the particular year is marked as Holiday, then the same during attendance entry from

Daily Attendance Muster Entry is displayed as PH automatically once the records are saved

the particular day wherever PH is marked is saved as paid holiday.

e.g.: Grade � Staff Date �26/01/2008 Remarks �Republic day.

6.4 Weekly Off Multi Entry

With this option, user can assign weekly off to employees, Grade wise, Branch wise,

Department wise, Division wise, Unit wise, Group wise, Category wise and Employee wise

for a particular employee or multiple employees.

User has to select the combination required and click on ‘OK’ button. The window will

expand, here user can select the day of weekly off and save it. If user wants to assign same

day to all the employees then he has to first select all employees by ‘Select All’ option, select

a day from the list of weekdays in “Assign to selected Employees” and click on ‘Execute’

button and then save the same.

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This helps the user for marking the attendance from Daily Attendance Muster Entry. If any

of the day is marked as weekly off, then the same during attendance entry from Daily

Attendance Muster Entry is displayed as WO automatically once the records are saved the

particular day wherever WO is marked is saved as weekly off.

6.5 Daily Attendance Muster Entry

This module is similar to the Attendance Muster maintained by the Organization.

Using this module, user can mark the Attendance Grade wise, Branch wise, Department

wise, Division wise, Unit wise, Group wise, Category wise and Employee wise, for a

particular employee or for all employees.


1) Go to Leave Manager � Daily Attendance Muster Entry.

2) Here, User can select a single date or across the period (i.e., from and to date) on which he

wants to input the attendance.

3) User can select the Grade, Branch, Department, Division, Unit, Group, Category or

Employee for which he wants to mark the attendance.

4) Then click on ‘Ok’ button.

5) The window expands showing the Name of all the employees of the Organization.

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6) User can now mark the Attendance by clicking on the down arrow and select the type as

DP (Days Present)

ABS (Absent)

LWP (Leave without Pay)

CL (Casual Leave)

SL (Sick Leave)

PL (Privilege Leave)

CO+ (Compensatory Leave Accrued)

CO- (Compensatory Leave Enjoyed)

OL (Other Leave)

WO (Weekly Off)

PH (Paid Holiday)

WOP (Weekly Off Paid)

PHP (Paid Holiday Paid)

7) Click on ‘Save’ button.

CO+ (Compensatory Leave Accrued) and CO- (Compensatory Leave Enjoyed): If any

employee is present on Sunday and user wants to add his leave in compensatory leave enter

the number of days in ‘(+) Compensatory Leave’ and if employee utilized his compensatory

leave then user have to enter in ‘(-) Compensatory Leave’.

Note: a) Display Balance Option allows the user to view the existing balance of the leave before

marking the attendance for the day.

b) Update Previous Day Data allows the user to mark the same attendance as that of

previous day to the Current Day.

Note: If user wants to show employees as Default Absent then he has to check mark Default

Employee Absent in Utilities � Payroll Standard Settings � Master Settings and save it, if

the same is unticked and saved then the system will consider Employee as Default Present.

Delete Daily Attendance: This option is available in “Monthly Process � Attendance

Summary � Generation” Module. User can delete the attendance available in “Daily

Attendance Muster Entry Module”

6.6 Daily Attendance Muster Report

User can generate the Daily Attendance Report entered through the Muster Entry, Grade

wise, Branch wise, Department wise, Division wise, Unit wise, Group wise, Category wise

and Employee wise for a particular month, for individual employee or for all employees. In

this report, the information about the attendance of employee is displayed which is saved in

Muster entry.

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6.7 Leave Reports 6.7.1 Leave Summary Report – Monthly: The Leave summary for a particular month is

displayed. This report shows the Total Days, Days Present, Weekly off, Details of all other

Leaves and OT Hours.

6.7.2 Leave Detailed Report – Monthly: This option generates month wise detailed report

for all the leaves or any particular leave, giving the opening balance, Monthly increment days

(if any), accrued leaves, used leaves, en-cashed leaves and leave closing balance.

6.7.3 Leave Ledger: This module generates the Ledger of Leave Transaction for individual

leave type. Ledger can be generated Grade wise, Branch wise, Department wise, Division

wise, Unit wise, Category wise and Group wise for individual employee or for all employees.

The year pattern should be same as mentioned in Grade wise Leave settings.

It displays the information about the Opening balance, Credit Leaves, Monthly Addition,

Leave Used, Leave Encashed and Balance Leaves.

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Leave Ledger:

For e.g. If the user wants to display the Ledger of Sick Leave for Staff grade, then

� Select the necessary Grade from option “Grade”

� Select the Year pattern of Staff grade mentioned in Grade wise leave Settings,

� Input the year for which the Report is required,

� Select the Leave type ‘SL’ from the list

� Click on ‘Ok’ button.

6.7.4 Leave Summary Report - Yearly: User can use this report to generate summary of

leave balances of all types of leave for selected period.

6.7.5 Leave Detailed Report – Yearly: User can use this report to generate summary of

leave balances of all types of leave for selected period.

User can generate yearly detailed report for all the leaves through this option. This report will

give the opening balance, used leaves, en-cashed leaves and leave closing balance.

Page No: 81


6.7.6 Leave Lapsed Report: User can generate the report of the employees for various

different leave lapsed in the year. This report is displayed Grade wise or for all employees.

6.7.7 Month Wise Leave Report: This report displays the opening balance, month wise

used leaves and closing balance in horizontal format for a particular leave type. This report is

generated grade wise.

6.7.8 Leave Report Daily: User can generate the daily report for the entries made through

Daily Attendance Muster entry. User can select the day type as DP, ABS, LWP, CL, SL, PL,

CO-, CO+, OL, WO, PH, WOP and PHP and select the date or period for which he wants to

get the report.

6.7.9 Leave with Wages Register: This report will display yearly details of Discharged

Workers (Form No. 20).

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Spine Payroll Article 7: Loan Manager

Article 7: Loan Manager

7.1 Loan Distribution Master (This is a mandatory field)

User can define the List of “Loan giving Authority” in this module, so that Loan record can

be sorted according to the same and can get a Report of the entire Loan given grouped as per

the “Loan giving Authority”. List of Loan giving Authority is the list who has actually given

the loan to the employee.

In case where company itself has given a loan user can create a new master in LOAN

DISTRIBUTION MASTER as ‘Self’ / ‘Company’.

User can also create the name of the Bank / Financial Institution name that has given loan to

the employees. For e.g. If HDFC bank has given loan to the employees, then user can create

a new master as ‘HDFC’ bank.

User has to define at least one Loan giving authority in ‘Loan Distribution Master’ as it a

compulsory field and is applicable at the time of making entries in ‘Loan Master’.

User can also upload the Loan Distribution Master Details from option “Utilities ��

Import �� Loan Dist. Master”

7.2 Loan Type Master

User can define the List of Loan Types in this module, so that the Loan record can be sorted

according to the same and can get a Report of the entire Loan given grouped as per the “Loan

Type”.

Commercial Int. Rate: User can enter Interest Rate as required for calculation of Interest

Amount as per the mode selected in “Interest Apply Mode”

Page No: 83


If there is any Concession provided in the interest rate, we have to enter the applicable

“Concessional Int. Rate” and month from which “Concessional Int. Rate” is applied in

respective fields.

User can also upload the Loan Type Master Details from option “Utilities �� Import ��

Loan Type Master”

Interest Apply Mode: In this module user can also define the various different type of

Interest Calculation method as below,

Quarterly Added to the Principle: The Loan Interest Calculated as per the rate entered in

Commercial Int. Rate field is added to the principle loan amount every Quarter. It also takes

into consideration Concessional Int. Rate if any applicable during this calculation.

Monthly Added to the Principle: The Loan Interest Calculated as per the rate entered in

Commercial Int. Rate field is added to the principle loan amount every Month. It also takes

into consideration Concessional Int. Rate if any applicable during this calculation.

Quarterly Provision: The Loan Interest is calculated as per the rate entered in Commercial

Int. Rate field and user can get the report of same. If user wants to start deducting the Interest

after the completion of loan principal amount they can enter the interest amount from this

report and start deducting the installment for the same. It also takes into consideration

Concessional Int. Rate if any applicable during this calculation.

In Quarterly Provision case user can run the report quarterly and get the respective

interest amount calculated.

Monthly Provision: The Loan Interest is calculated as per the rate entered in Commercial

Int. Rate field and user can get the report of same. If user wants to start deducting the Interest

after the completion of loan principal amount they can enter the interest amount from this

report and start deducting the installment for the same. It also takes into consideration

Concessional Int. Rate if any applicable during this calculation.

In Quarterly Provision case user can run the report quarterly and get the respective

interest amount calculated.

No Interest: If there is no such calculation of Interest applicable User can select “No

Interest” in Interest Apply Mode”

7.3 Loan Master (This is a mandatory field)

Loan Management is also a one of the important functionality of the Spine Payroll, user

needs to define loans given by the company to the employees or even those loans, which are

given by some other Bank / Financial Institutions and are to be deducted from the pay slip of

the employee and forwarded to those Financial Institutions. Even the interest if any, charged

on that particular loan has to be entered in this module.

Page No: 84


User can define the Loan taken from Loan Master and Loan Transaction entry. In Loan

Master Loan Details Settings are set and in Loan Transaction entry Given Loan Amount is

defined.

7.4 Loan Transaction Entry (This is a mandatory field)

Page No: 85


In this module, user can input the transaction of the loan given / paid to / by the employee.

This helps to generate the report of Loan transactions. It is necessary to make entry in Loan

transaction of given loan after adding the details in Loan Master.

There are various approaches how the Loans are managed.

Case 1) Loan is given to employee and is recovered as per the Installment decided.

Working with Loan Master and Loan Transaction Entry Module for this case:

Loan Master:

1) Go to Loan Manager � Loan Master.

2) Click on ‘Add’ to allocate New Loan to an Employee.

3) Input the Loan Date

4) Select the Employee Name. (Grade, Branch and Department will be automatically

displayed as per current records)

5) Select the “Distributed By” (Distributed by is entered from ‘Loan Distribution

Master’ and selected from Loan Master).

6) Select the Loan Name (Loan Heads defined in Column Master with selection of

“Attached As” as “Tax Free Loan”, “Housing / Vehicle Loan”, “Other Loan” will

only appear in selection list and will be allowed to select).

7) Input the Installment Amount that has to be paid by Employee or that has to be deducted

from his pay slip monthly in field “Installment Amt.”

8) User can also enter the ‘Loan AC Code’, if any for accounting purpose.

9) Select the respective Tax Category. Tax Perquisite is calculated automatically as per the

selection of Tax Category. If Tax Category is selected as TAX FREE LOAN, no

perquisites are calculated.

10) Click on “Save”, this will save the Loan details entered (Please note that Loan number

is auto generated once you save the Loan Master Entry).

Loan Transaction Entry:

1) Go to Loan Manager � Loan Transaction Entry or from Loan Master Module click on

button “Loan Transaction Entry.

2) Select the Name of Employee to whom Loan is given, select the type of Loan given to

that employee and Click on ‘Fill Data’ button. The window expands giving the option to

enter the details of Loan.

3) Click on ‘Add’ button to input the Loan Transaction.

4) Input the Date of Loan; Input the Total Amt. of loan given. Select the type ‘Given

(Loan)’ from the list. Write the Narration if any and Save it.

5) User must note that Loan Date from Loan Master Module and Loan Transaction Date

from Loan Transaction Entry Module for given amount must be same.

Page No: 86


6) If the software process is initiated in-between the financial year and employee has

already repaid some amt., then it should be inputted as type ‘Repaid Loan’ to keep the

proper history of loan.

7) Installment amt. entered will be automatically deducted while monthly processing until

any balance loan. The user cannot change the installment amt. while monthly

processing.

Case 2) Loan is given to employee and is recovered as per the Installment decided also

Interest is also deducted as per the Company Policy.


Procedure is same as that of “Case 1” above; only in Loan Master Procedure following

additional settings needs to be done.

1) First Loan Interest Head must be defined in Column Master with selection of “Attach

as” as “Loan Interest”

2) In Loan Master, additional to above procedure select Loan Interest Column defined in

Column Master in field “Loan Interest”

3) Input the Interest rate.

4) User can also enter the ‘Loan Interest Code’, if any for accounting purpose.

5) If instead of Rate User want to deduct a particular amount as Interest, user has to input

Interest Amount in field “Interest Amt.”

6) Select the mode of calculating interest in column “Calculate Interest on” (ie. Day Basis

or Month Basis)

Case 3) Loan is given to employee and is recovered as per EMI Working (In this case

your Installment amount is always constant and consists of Loan Principle Amount and

Interest Amount).

Note: EMI Calculator is also provided in Loan Transaction Entry.


Procedure is same as that of “Case 1” above; only in Loan Master Procedure following

additional settings needs to be done.

1) First Loan Interest Head must be defined in Column Master with selection of “Attach

as” as “Loan Interest”

2) In Loan Master, additional to above procedure select Loan Interest Column defined in

Column Master in field “Loan Interest”

3) Input the Interest rate.

Page No: 87


4) User can also enter the ‘Loan Interest Code’, if any for accounting purpose.

5) Select the mode of calculating interest in column “Calculate Interest on” (ie. Day Basis

or Month Basis)

6) Select EMI Working as “Simple” or “EMI”, Input Loan Amt. and Total Installments. If

the software process is initiated in-between the financial year and employee has already

repaid some amt., then user has to input the number of Installments already paid.

Tax Perquisite Calculation: Perquisite is calculated automatically as per the selection of

Tax Category. If Tax Category is selected as TAX FREE LOAN, no perquisites are

calculated.

7.5 Loan Interest Calculation

User can use this module for Interest Calculation, if the Interest is to be calculated

provisionally as per the definition in Loan Type Master. Refer Loan Calculation Case 4 and

Case 5 for the same.

Page No: 88


7.6 Loan Adjustment Entry

To suppress / add / modify any of the Installments of specific Loan in specific month.

� Working with this Module:

1) Go to Loan Manager � Loan Adjustment Entry.

2) User has to select the month and year and Click on ‘Fill Data’.

3) Click on ‘Add’ to adjust any employee’s loan.

4) Select the Date, Employee Name and Loan Name. Note that the date entered must be of

same month for which the Loan Adjustment has to be done.

5) Enter the access or fewer amounts in ‘Amount’ Column and Interest Amt if any in

‘Interest’ Column for adjustment and ‘Save’ it.

6) This adjustment will affect at the time of processing Payslip for that month only.

7) Loan Details along with the Loan Amt., Balance Amt. and Installment is displayed on

the right hand side.

For e.g. If an employees monthly installment amt is Rs.1000 and he wants access Rs.2000 to

be deducted from his salary for the month of May 2005, then user has to select the

Employee, Loan Name, input the date as of May i.e., date on which employee has made the

request to deduct access amount and Rs.2000 in ‘Amount’ Column and Save it.

Suppose, if the same employee requests no to deduct this installment for any specific month

then in ‘Amount’ Column the amount of his installment of Rs.1000 is to be entered in

Negative i.e., -1000.

Note: User can stop the payment of all the loans by clicking on ‘Stop All Loans’ button.

Page No: 89


User can upload the Loan Adjustment Details from option “Utilities �� Import �� Loan

Adjustment Entry”

7.7 Re Calculate Loan

This will re-calculate the loan for the employees as per the Installments paid.

7.8 Loan Reports

7.8.1 Detailed Loan Summary

User can view the detailed Loan Summary report through this module Grade wise, Branch

wise, Department wise, Division wise, Distributor wise, for an individual employee or for all

employees.

Page No: 90


7.8.2 Distribution wise Loan Summary

This module displays the Summary of the employees who has taken loan Grade wise, Branch

wise, Department wise, Division wise depending on the ‘Distributed by’ for the month and

year specified.

For e.g. If the ‘Distributed by’ is selected as ‘HDFC’ bank, then the reports will be

displayed only of those employees who had taken loan from HDFC bank.

7.8.3 Distribution wise Loan Payment Report

Reports of those employees who had paid their installments / part of loan is displayed

depending on the ‘Distributed By’ condition. The report can be displayed Grade wise or

Loan wise.

User can get this report monthly, Grade wise, Branch wise, Department wise, Division wise,

for an employee or for all employees.

Spine Payroll Article 8: Monthly Process

Page No: 91

7.8.4 Loan Ledger

This module is use to display the ledger of individual employee those who had taken/repaid

their loan.

For e.g. If ‘A’ employee has taken loan of Rs.10000 on 10th Apr. 02 and has repaid Rs.5000

till 30th Jan 03, then User has to select the Name of that employee, the type of Loan given to

that employee. In From date user has to type 10/04/2002 and in To date 31/01/2003. Type

can be both / given / repaid. Click on ‘Preview’ button to view the report.


Page No: 92

Article 8: Monthly Process

8.1 Attendance Summary

8.1.1 Generation

The Attendance input from “Daily Attendance Muster Entry” needs to be summarized before

updating it for processing salary. This module is useful for generation of Attendance

Summary. It will summarize details of attendance with leave i.e. Sick Leave, Casual Leave,

Privilege Leave and Compensatory Leave.

User can generate the summary Grade wise, Branch wise, Department wise, Division wise,

Unit wise, Category wise, Group wise and Employee wise for a particular Employee or for

all employees. So before pay slip generation of particular month, user shall generate

summary, this will store attendance and leave details in database and at the time of pay slip

generation, user can import the same stored details by selecting option ‘Upload Attendance

from Summary’ from the list at the bottom in Monthly Process � Monthlty Payslip �

Generation Module and click on ‘Execute’ button. This will automatically fill the leave

details in pay slip generation screen for respective employees.


� First define the month for which the Attendance Summary needs to be generated in

“Monthly Process � Monthly Payslip � Generation”, if it is not defined earlier. (As

attendance summary is generated for the From and To period defined in the Month)

� Go to Monthly Process � Attendance Summary � Generation.

� Select the Month and Year for which he wants to generate Summary.

� Then user can select the Grade / Branch / Department / Division / Unit / Category /

Group / Employee for which he wants to generate Summary. User can also generate

Summary for all employees.

� Then Click on ‘OK’ button.

� It will generate summary and give message for ‘Summary Generated successfully’.

8.1.2 Report

Through this module, user can view the summary generated for a specific month, Grade

wise, Branch wise, Department wise, Division wise, Unit wise, Category wise, Group wise

and Employee wise for an individual Employee or for all employees.


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8.2 Monthly Payslip

8.2.1 Payslip Generation (Process flow)

Managing Process every month:

This can be done by option Process Master and Process Flow Master in Monthly Process �

Monthly Payslip � Generation option. This module is only for managing the list of Task to

be followed every month.

Process Master: a) First go to Monthly Process � Monthly Payslip � Generation

b) Select the module Process Master from “Options � Process Master”

c) Add the list of Task which needs to be completed every month. If there are any changes to

be done in the task which are already included, user has to select the task and edit the same.

d) If the order for any of the Task needs to be changed, user can select the task and move the

same to desired position by option “Up” or “Down”. Once the Task is positioned to desired

location user has to click “Update Order No.” The will update the order number for

respective tasks.


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Process Flow Master:

Process Flow Records: a) In Monthly Process � Monthly Payslip � Generation, go to “Option � Process Flow

Records”.

b) Select the month and year for which the check to be done and click on “Make Entry”

button

c) This will open the below window “Process Flow Record”

d) Select the Record which is to be updated

e) Select “Yes” in completed field, this will update the date column with current system date.

If required, User can also input the date of their choice.

f) User can input Remark in “Remark” Column.

g) Click on “Save” button to save the selected record.

h) Similarly this can be done for the entire task every month.


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Process Flow Records:


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8.2.2 Payslip Generation (Running the Salary Process):

After all the masters and related information is keyed in the software, the user shall start

processing of the Monthly Payslips of the Employees.


Process Payslip for Selected Grade and Month: � First user has to define the month for which user want to process the pay slip.

� Click on ‘Add’

� Select the respective month

� Input Total Days, Weekly off and paid holidays, if any, for the month.

� Process Date, From Date and To Date will be automatically displayed.

� Click on Save (This will define the month for process)

Note: For processing the salary if in-between period is considered user can enter the Process

Date, From Date and To Date of their choice. e.g. For a month of April 2008, the

organisation has decided to consider the attendance from 26th March 2008 to 25th April 2008

and process date is considered as 26th April 2008 the same can be selected in respective

fields.

Also, if user inputs attendance from “Daily Attendance Muster Entry” from Leave Manager

Module, the summary for attendance generated from “Attendance Summary � Generation”

will generate the attendance summary for this in-between dates only.


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Some of the additional selection in “Monthly Payslip �� Generation” window

Include Unsettled Employee: If user wants to process salary for all employees including the

resigned / left employees, this option needs to be selected before running the “Start

Processing “.

Do not include Unsettled Employee: If user wants to process salary for all employees

excluding the resigned / left employees, this option needs to be selected before running the

“Start Processing “.

Only Show Unsettled Employee: If user wants to process salary only for resigned / left

employees, this option needs to be selected before running the “Start Processing “.

Batch No: During the Salary Process, with every process run for fresh selected employees a

batch number is assigned so that we can identify the group of employees processed together.

User can also select the date and add a note for each batch processed.

User has to select the Grade / Branch / Department / Division / Unit / Category / Group from

the list for which user wants to process payslip and click on ‘Start Processing’ button. User

can also select ‘All’ for processing all the Employees together.

This will open another screen and will list all the employees of the selected Grade / Branch /

Department / Division / Unit / Category / Group / All. User need to input the leave taken and

value of those columns that is of Type as ‘At Pay Time’ and ‘Reimbursement’.

User can also upload the Monthly Attendance Summary, ‘At Pay Time’ and

‘Reimbursement’ from list of options given at the bottom of Payslip Processing

Window.

List of some of the options available at bottom of Payslip Processing Window,

User can run this option through ‘Execute’ Button. Upload Attendance From Text File: If user is using any Swap card system, user will have

to generate the monthly summary text file of attendance from the swap card machine. User

can also create the Monthly Attendance Summary file manually as per the format, if

required. For uploading the generated attendance text file user needs to select the option

‘Upload Attendance from Text file’ and Click on ‘Execute’ button and then need to select

file.

Upload Attendance from Summary: User can upload monthly attendance summary from

this option, if the attendance is input from Leave Manager � Daily Attendance Muster Entry

and summary is generated from Monthly Process � Attendance Summary � Generation.

If user is using our attendance module then first generate summary and then just select the

option ‘Upload Attendance from Summary’ and click on ‘Execute’ button in pay slip

generation screen. It will automatically take the present days and all leave.


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Calculate Paid Holidays and Weekly Off (Combined): It will calculate Weekly Off

defined in the Employee Master and Paid Holidays defined in Holiday Master. This option is

helpful to calculate actual weekly off and paid holiday, which vary from employee to

employee in a particular month. (This will sum up the Weekly off and Paid Holiday and

replace the days in Weekly off Column).

Calculate Paid Holidays and Weekly Off (Separate): It will calculate Weekly Off defined

in the Employee Master and Paid Holiday defined in Holiday Master. This option is helpful

to calculate actual weekly off and paid holiday, which vary from employee to employee in a

particular month. (This will replace the days in Weekly off and as well as Paid Holiday).

Copy Daily Rates of Prev. Month: User can use this option to transfer amount from any

previous months to current month. The figure transferred can be used for calculation of any

head in current month.

e.g. Profession Tax in some states are calculated and deducted once in six months, in this

case we can define one variable with column type as ‘At Paytime’, In Slab master this

variable can be selected for Profession Tax Calculation and during monthly process we can

transfer the necessary calculated figure for previous months in current month. In this way we

can calculate Profession Tax for Six Monthly Deduction.

Upload Bonus: This will upload the Bonus generated for the employee through Bonus

Generation. After selecting this option to upload Bonus and clicking on ‘Execute’ button, it

will ask ‘Enter the Column code against which you want to Display Expense Total’; here

user has to enter the Column code of Bonus, which he has already defined in the Column

Master.

Upload Bal PL: If user wants to encash all the balance Privilege Leave then user can use

this option and transfer the Balance Privilege Leave in PL Encash Column. If formula is

configured for PL Encashment the Encashment Amount is calculated.

Upload Bal Reimbursements: If user is managing Reimbursement eligibility Monthly

based, in this case user can input the Reimbursement Bills from Daily Reimbursement

Voucher Entry option and using this option the eligibility will be checked automatically and

respective applicable amount will be transferred to Payslip Processing in Respective Head.

Transfer Access Used Leave to Absent: If user wants to transfer the Access Privilege

Leave, Casual Leave, Sick Leave and Other leaves to absent then user has to select the

employee and Select the option ‘Transfer Access Used Leave to Absent’ from the list and

click on ‘Execute’ button.


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Pay Salary Data Upload: User can use this module for uploading paytime data which needs

to be uploaded during Monthly Process. For uploading the data below procedure needs to be

followed,

� User has to first define the order of heads which needs to be uploaded from option

Utilities � Salary Data Upload Settings.

� Then create the data file in same order as defined in Salary Data Upload Settings in

CSV format.

� Upload the data from option Pay Salary Data available in Payslip Processing Window.

Display Balances: If user is entering the used leave and needs to know the balance of the

leave prior to entry of used leave for the particular month then the same can be checked

immediately in payslip processing window.

Filter Data: Using this option user can filter data as per the requirement within the selected

list of employees. E.g. If user has selected Grade ‘A’ and within Grade ‘A’ requires only

employee which belongs to Branch ‘Y’, user can do the same using Filter Data option.

Save Temp: This option is used to temporary saving the data. If user is working with the

payslip processing window and due to some reason stop the activity in-between without

completing the process, he can save the data entered using the ‘Save Temp’ resume the last

activity when he opens the payslip processing window next time.

Generate P-Slip & Final Save: Once user has input all attendance, paytime data and all

other respective data he can select employees and run Generate P-Slip and then Final Save.

Generate P-Slip will generate the pay slips of all the employees depending on the parameters

given in the column settings. Final Save will save the same.


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Working with the Payslip Processing:

� Using up and down arrow keys user will be able to scroll through the employees and

enter details of all the employees.

� User has to Input all the Present Leave and At Pay Time information.

� Click on ‘Select All’ to select all the employees for generating Payslip.

� Click on ‘Generate P-slip’ button. (This will generate the pay slips of all the employees

depending on the parameters given in the column settings for the Grade)

� User has to save processed pay slip of all the employees by clicking on ‘Final Save’

and then click on ‘Close’ button.

After final save if the balances for Leave, Reimbursement, Loan or Salary are coming as

negative then user can verify the same. Various Colors are applied to verify various negative

balances.

GREEN: This color indicates New / Left employee in a specific month.

WHITE: This color indicates fresh processing of an employee.

GREY: This color indicates employee is already processed.

BLUE: This color indicates employee’s salary going negative.

RED: This color indicates negative reimbursement balance for an employee.

PINK: This color indicates Negative Loan Balance for an employee.

Note: Blank Sheet Generation for processing (to use for export to EXCEL and filled it from

different location and paste back for processing).

Deletion of Payslip:

If user has entered wrong figures or user wants to delete particular pay slip then,

Go to Monthly Process � Monthly Payslip � Delete Payslip.

Select the Month in Month Year column (this option will give the list of the months

processed, options to select Grade, Branch, Department, Division, Unit, Category, Group or

Employee.

User can select the required combination and click on “Fill Data” (This will give the list of

the employee)

User needs to select the employee and click on ‘Delete’ button.

After clicking on the same further will give the message ‘Are you sure you want to Delete

the record(s)?’ Click on ‘Yes’, the record will be deleted.

Then user can click on ‘Close’ button and come out of the Deletion screen.

Payslip can be deleted with two options, With History Data or Without History Data.


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For Deleting Payslip with History Data the option “Delete Along with History Data” must be

selected in addition to the above procedure. This will delete the payslip along with historical

data and also the paytime data. This option is usually used in case of Change in Salary

Master Data or Change in any of the Master Data or Change in Loan Installment, etc.

For Deleting Payslip without History Data the option “Delete Along with History Data” must

not be selected. This option will not delete the paytime data.

8.2.3 Standard Notes

This module is used to enter the notes, which should be displayed and printed in the Payslip.

Type the note that should be printed on Payslip and click on ‘Save and Close’ button. These

notes can be displayed in Payslip.

For getting the standard notes user has to configure the Payroll Standard Setting by selecting

option Print Standard Notes from “Utilities � Payroll Standard Settings � Payslip Settings”

In Payslip printing module, select Payslip and click on ‘Update from Std. Notes’ button.

This will update the Standard Notes in the respective month and will be displayed at the

bottom of the Payslip.

8.2.4 D.D and Cheque Entry

Through this module, user can keep a track of payment made to the Employees, i.e.

Employees paid through D.D / Cheque / Bank, where user can enter the commission details

and generate the report for Commission and net amount to be paid to the bank to generate

D.D / Cheque / Bank / Cash format. This list can be viewed Grade wise, Branch wise,

Department wise, Division wise, Unit wise, Category wise, Group wise and Bank wise, for a

particular month.


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D.D and Cheque Entry:


� Go to Monthly Process � Monthly Payslip � D. D. and Cheque entry.

� Click on ‘Add’ to create new statement.

� In General Info, Enter the date of the statement, Statement No. is auto generated.

� Select the month and year for which statement needs to be generated.

� Select the Bank Name; enter the Cheque No., Cheque Date, Narration if any, and

Statement mode (Companies Payment mode).

� Go to Selection info, select the combination required Grade / Branch / Department /

Division / Bank, select the salary ‘Net Paid / Net Salary’, and select the payment mode

(Employees Mode, DD / Cheque / Bank) to view the employee list.

� User can enter the commission entry, if any.

� Go to Employee List, this will give the list of the employees with the payment mode

selected and the details of amount and commission charges, User needs to enter the

D.D. and Cheque no and Date and Save the same.

Note: If user wants to edit any of the Statement prepared earlier, then he can search the same

Grade wise, Branch wise, Department wise, Division wise, Employee wise, Statement wise

from the ‘Search’ option.

8.2.5 Printing

User can view or print the payslips Grade wise. Select the month and year for which user

wants to view or print the Payslip. User can view or print the Payslip for selected employees

or for all employees. User can select various types of Payslip formats available as per the

organization need. There are total 15 Payslip formats available. The details of the various

payslips available are mentioned below in the form and Click on ‘Ok’ button. This will give

preview of Payslip.


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If user wants to view or print the Payslip with Supplimentary or Arrears effect then click on

that particular check box, and Click on ‘Ok’ button. To take print outs user has to click on

Printer Icon button in Preview.

8.2.6 Payslip Printing

This payslip format is the standard format user can use for printing Payslip. There are three

such standard formats available in this module.


� User has to first select the period for which the payslips needs to viewed or printed in

“From Month” and “To Month” fields.

� Then select the “Grade / Branch / Department / Division / Unit / Category / Group /

All” for which he wants to view or print Payslip.

� If user wants to choose all employees in the selection or only the selected employees, he

has to select the necessary selection (All / Selected) in option “Employee”. If “All”

option is selected then no need of selecting employees but for “Selected” option user

has to select the employee for which he wants to view or print the payslips.

� If user wants to choose the freezed / unfreezed / All Employees, the necessary selection

must be done in next “Employee” option.

� User has to select the necessary payslip format from “Format” option.

� If user wants payslip with Supplementary / Supplimentary F & F / Arrears effect then

select the particular check box and then on option (Combine / Separate).


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� User can also select the multiple number of payslips to be printed for selected

employees by specifying the number of “Payslip per Employee”.

� If user wants to print the standard notes at the bottom of payslips, then after the

necessary settings in Payroll Standard Setting, he can click on “Update from Std.

Notes” which will print the standard notes at the bottom of payslips.

� After all the necessary selections are done user has to click on ‘Ok’ button

� This will give preview of payslips for the selected employees.

In Preview there are four options File, Edit, Export and Preview.

File: This option contains two options Printing and Close.

� For priting the selected payslips user can go to the File menu and click on print. This

will give option to select the printer after selecting click on OK button.

� “Close” option will close the preview

Edit: This option contains two options Select All and Copy

� User can select the complete payslip by a click on “Select All” option.

� User can copy the selected payslip by a click on “Copy” Option.

� This copied payslip can be pasted in MS-Office applications such as Ms-Excel.


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Export: This option contains five options as below,

a) Excel: User can Export the Payslip in Excel Format. If user clicks on Excel option the

selected payslip will be exported to the “Text Folder Path”.

Note: Payslips can be e-mailed through Microsoft Outlook or Lotus Notes only. The

necessary selection of mailing softwares can be done from option “Utilties �� Payroll

Standard Settings �� Default Settings” from option “Email Payslip and Projection with”

b) Excel and Mail: User can Email the payslip as attachment. The payslip attached is in

Excel format.

If user clicks on Excel and Mail, it will prompt for below window, select the necessary

option.

Employee wise Separate: If this option is selected the payslips are emailed to e-mail address

in the Employee Master of respective employee.

Combine (Single Mail / File): If this option is selected the all the payslip in selection can be

emailed to one e-mail address which can be input in option “E-mail Add.” which gets

activated on selection of “Combine (Single Mail / File)” option.

Mail Message: User can enter the matter to be displayed in the email.

After the necessary selections click on “OK” button, this will email the payslips.

Note: User can protect the payslips emailed in Excel format with a password. User has to

enter the password for respective employees in “Employee Master � Personal Details” in

field “Password”. Once the payslip is emailed it can be opened only with the same

password. If this option is not required while emailing the payslips then we have to select

“Unprotect Excel Sheet while generating” from “Utilities �� Payroll Standard Settings ��

Default Settings” option.

c) HTML and Email: User can email the payslip in HTML format. The Procedure is same

as that of above “Excel and Mail”.


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d) PDF and Email: User can email the payslip in PDF format. The Procedure is same as that

of above “Excel and Mail”.

Preview: User can get the view of Payslip according the paper size set in printer setting.

In payslip printing user will get 3 formats of payslip. In Format-3 user can take variables

also.

Printing Logo on Payslip: User can print the company logo in Payslip.

� The image of logo must be in .jpg or .jpeg format with logo width 160 pixels and height

50 pixels.

� User has to place the logo in particular folder or path.

� User has to select option “Print Company Logo” from “Utilities Payroll Standard

Settings �� Payslip Setting �� Customize Payslip”

� The path of logo has to be set in “Utilities �� Payroll Standard Settings �� Master

Settings” in field “Company Logo - Local Path – Print”.

� If user wants to email the payslip along with logo then the logo has to be made available

on the URL Link and the path of logo has to be set in “Utilities �� Payroll Standard

Settings �� Master Settings” in field “Company Logo – Site Link – E-mail”.

Payslip Settings: This option is available in “Utilities �� Payroll Standard Settings”.

Various fields displayed in Payslips are configured from this module. Payslip Settings option

consists of User Define Labels, Customize Payslip and Printing Order.

User Define Labels: In this Module user can define the Label name which needs to be

printed in payslip for various masters.


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Customize Payslip: In this module user can configure the master heads to be displayed in

payslip.

Printing Order: User can set the payslip printing order from this option. The payslips

viewed or printed from Payslip Printing can be listed as per order selected in this option.

Payslips can be sorted by any one of the option such as Employee Code, Employee Name,

Employee Ticket Number, Grade, Branch, Department, Division, Unit, Category and Group.

Select the required option from the list given in “Sorting Order for printing payslip” and

click on Add button. The option will be selected for sorting the payslips.


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8.2.7 Register (Salary Register)

This module is used to view and print the Salary Details in Register Format. There are eleven

different types of Standard Salary register available inclusive of a separate Allowance

Register and Deduction Register. The details of the various salary registers available are

mentioned below in the Module.

Salary register can be printed Inclusive or Exclusive of Arrears, Supplimentary and

Supplimentary F & F. Salary register can be printed Grade wise, Branch wise, Department

wise, Division wise, Unit wise, Category wise, Group wise and Employee wise.

User can enter the name of authority preparing, checking and finally approving the

calculation in Register from option “Prepared By”, “Checked By” and “Approved By”

which will be printed at the end of the records.

User has to select the necessary selection and then click on “OK”.

The Register generated can be exported to

If user requires Salary Register defined as per his choice the same can be defined from

Detailed Report Writer. (Report Writer is explained in Detail in 11.1.1)

8.2.8 Wages Register

This module is used to take the printout of wage register of workers as per defined &

selected columns from the given module.


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8.3 Supplimentary Payslip

Supplimentary Payslip is an adjustment module where user can calculate the days or amount

for any last month and pay it in the current month. The Days or Amount Calculation in

supplimentary is on the base of “For Month & Year”. There are two types of

Supplimentary Payslips, Normal and F&F. The Working of Normal Supplimentary and FNF

Supplimentary are same.

Rules for Supplimentary:

� Supplimentary Payslip can be generated only once for any “For Month & Year” (i.e. If a

Normal Supplimentary is given for Septermber 2008, means its “For Month & Year” is

September 2008, then for this same month and year we cannot give a Normal

Supplimentary again. For Same month we can give Supplimentary FNF). Same is the

case of Supplimentary F&F also.

� After giving the Supplimentary (Normal or F&F) the Adjust In month needs to be

processed.

� Supplimentary Normal or F&F cannot be given for same month, e.g. if For Month &

Year is April 2008 the Adjust-In Month & Year cannot be April 2008 it has to be any

month after April 2008.

The Supplimentary module consists of Generation (Single), Generation (Multi), Printing

and Register.

8.3.1 Generation (Single)


Page No: 110


� User has to select the ‘For Month and Year’ for which Supplimentary has to be paid

and then select the ‘Adjust In’ Month and year in which the Amount has to be Paid.

� Select the Type of Supplementary: Normal / F&F

� Select the Employee Name. (Branch Name and Grade is automatically displayed)

� Select the necessary selection from “Calc TDS as per Rate” or “Calc Difference of TDS

on Income” or “Restrict Pension & EDLI amounts” or “Restrict PF Amounts” (Detail

description of this selection is given below).

Calc TDS as per Rate: If this option is selected it will calculate the TDS considering the

rate calculated as per last Tax Projected in Tax Projection Module.

Calc Difference of TDS on Income: If this option is selected it will include the current

supplimentary heads for tax calculation and the difference of Tax increased because of the

Current Supplimentary Calculation will be transferred to TDS Column.

Restrict Pension & EDLI amounts: If this option is selected it will restrict the pension

amount and EDLI amounts in the Supplimentary Payslip Calculation.

Restrict PF Amounts: If this option is selected it will restrict the PF amounts in the

Supplimentary Payslip Calculation. (This option is activated only if “Restrict Pension &

EDLI Amounts” is selected.

� Click on right side label i.e., “Click here to Refresh the contents or fill it”. (This will

display all the heads defined in Column Master for the grade in which the employee

belongs)

� If user is giving Supplimentary on Days Present basis, then he has to enter the number

of Days to be adjusted in “Day Present” field and click on Day Calculate button at the

bottom.

� If user is giving Supplimentary for some amount, then he has to enter the amount in

Earn Basic and Click on ‘Statutory Calculate’. (User can also update other than Earn

Basic column say, any allowance or deduction & use statutory button to get output).

� User can also add a Narration in the field for narration at bottom, if any.

� Click on ‘Save’ button.

� This will calculate the respective amount for respective heads as per the column master

settings and salary master amount for “For Month & Year”.

� Once the Supplimentary is given then user has to process the “Adjust in” month to get

the Supplimentary Amount in Payslip as well all the necessary Reports including Tax

Projection.

� The Calculated Amount through Supplimentary will be added to the payslip of the

month selected in “Adjust in” month.

� If user wants to delete any Supplimentary Payslip, then first user needs to delete the

Supplimentary Payslip directly by selecting the particular record through ‘Search’ and

then click on ‘Delete’ button.


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F&F Supplimentary

� F&F Supplementary is the additional module same as that of Normal Supplementary

Payslip. User can use the F&F supplementary as additional adjustment along with the

Normal Supplementary.

� This module can be used both the ways for Day wise calculation & for Statutory

Calculation also.

� User can also manage the Supplimentary F&F only for full and final settlements and

other related adjustments through this Supplementary F&F, so that if user requires a

report for all the supplimentary Payslip given for F&F he can get the report for the

same.

� Rules for F&F Supplimentary Payslip are same as that of Normal Payslip.

� Separate Reports can be generated for F&F Supplimentary

8.3.2 Generation (Multi)

This module is the multiple option of Supplimentary Payslip Generation for Normal and

F&F Supplimentary.


� User has to select the ‘For Month and Year’ for which Supplimentary has to be paid

and then select the ‘Adjust In’ Month and year in which the Amount has to be Paid.

� Select the Type of Supplementary: Normal / F&F


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� Select the necessary selection for Masters from “Select Option” (Then select the

“Grade / Branch / Department / Division / Unit / Category / Group / All” for which

he wants to list the employees.

� If user wants to choose all employees in the selection or only the selected employees, he

has to select the necessary selection (All / Selected) in option “Employee”. If “All”

option is selected then no need of selecting employees but for “Selected” option user

has to select the employee for which he wants to run the supplimentary calculation.

� If user wants to choose the freezed / unfreezed / All Employees, the necessary selection

must be done in next “Employee” option.

� Select the necessary selection from “Calc TDS as per Rate” or “Calc Difference of TDS

on Income” or “Restrict Pension & EDLI amounts” or “Restrict PF Amounts” (Detail

description of this selection is given below).

Calc TDS as per Rate: If this option is selected it will calculate the TDS considering the

rate calculated as per last Tax Projected in Tax Projection Module.

Calc Difference of TDS on Income: If this option is selected it will include the current

supplimentary heads for tax calculation and the difference of Tax increased because of the

Current Supplimentary Calculation will be transferred to TDS Column.

Restrict Pension & EDLI amounts: If this option is selected it will restrict the pension

amount and EDLI amounts in the Supplimentary Payslip Calculation.

Restrict PF Amounts: If this option is selected it will restrict the PF amounts in the

Supplimentary Payslip Calculation. (This option is activated only if “Restrict Pension &

EDLI Amounts” is selected.

� If user is giving Supplimentary on Days Present basis, Click on Fill Data, this will list

down all the employees for the selection done. Only those employees will be displayed

for whom the Supplimentary for the selected “For Month and Year” is not given. Then

he has to enter the number of Days to be adjusted in “Days” field and click on “Day

Basis” button at the bottom.

� If user is giving Supplimentary for some amount, then he has first select the heads from

field “Sal. Col” for which the Amount needs to be given from Supplimentary. Enter the

amount in the respective heads and Click on ‘Statutory Calculate’.

� This will calculate the respective amount for respective heads as per the column master

settings and salary master amount for “For Month & Year”.

� Once the Supplimentary is given then user has to process the “Adjust in” month to get

the Supplimentary Amount in Payslip as well all the necessary Reports including Tax

Projection.

� The Calculated Amount through Supplimentary will be added to the payslip of the

month selected in “Adjust in” month.


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User can also upload the Supplimentary Days or Supplimentary Amount from

“Monthly Process �� Supplimentary Payslip �� Generation (Multi) �� Upload Data

option.

Deleting Supplimentary Payslip from “Generate (Multi)” Option:

� Go To Monthly Process � Supplimentary Payslip � Generation (Multi).

� Select Month Year.

� Select Type. (Normal / FNF)

� Select the necessary Masters and click on Fill Data (This will list only those employees

for which supplimentary payslip is generated)

� Select the employees for which the supplimentary payslips needs to be deleted. If all the

listed employees needs to be selected then click on “Select All”.

� After all the selections are done user has to click on “Delete” button. This will delete the

supplimentary payslips for selected employees.

8.3.3 Printing (Supplimentary Payslip Printing)

User can print the Supplimentary payslips Grade wise, Branch wise, Department wise,

Division wise, Unit wise, Category wise, Group wise and All Employees together for the

selected month and year for a particular Employee or for all Employees. This is similar to

that of Normal Payslips.

Fomat Type consists of Monthly – Supplementary, Monthly – F&F, Total –

Supplementary and Total – F&F. User can use the “Monthly” formats for Supplementary

Payslips as per the “For Month & Year” and “Total” formats for Supplementary Payslips as

per “Adjust – In” Month & Year.


Page No: 114

Supplimentary Payslip Printing:

8.3.4 Register (Supplimentary Register Printing)

User can print the Supplimentary register Grade wise, Branch wise, Department wise,

Division wise, Unit wise, Category wise, Group wise and All Employees together for the

selected month and year for a particular Employee or for all Employees.

User can get the Register as per the “For Month & Year”, ie. If user wants to take the register

report then he has to select “for month” and not the “Adjust In” month.


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8.4 Arrears Payslip

User can calculate the difference between the old salary heads and new salary heads for

complete month as well as from in-between date also in this module.

Arrears Payslip module consists of Generation, Printing, Register (Monthly) and Register

(Total)

8.4.1 Generation (Arrears Payslip Generation)

If user wants to generate Arrears for previous months or of same month to employees then he

can use this Arrears calculation module.


� First update the software with latest Salary Structure Amount for Respective Heads.

� To give Arrears to an employee go to Monthly Process � Arrears Payslip �

Generation.

� Select the “From” and “To” Month and Year for which Arrears needs to be generated.

� Select “Pay in” Month and Year in which Arrears needs to be paid.

� Select the respective Grade.

� Click on ‘Refresh List’ button. (This will display the list of the employees of that

Grade on the Left Hand Side of the Module and the Columns defined in Column Master

on the Right Hand Side of the Module. The heads displayed on Right Hand Side

contains Basic and those allowances which are of type ‘At Pay Time’ and ‘Fixed’ in

Column Master)


Page No: 116

� Now, user can give arrears form any date of the month, user has to enter the date from

which he has to give arrears in ‘Date Arrears’. If user wants to give from the first date

of the month then he has to click on ‘Update Date’.

� User has to select the employee and any of the Option for giving the Arrears and Click

on ‘Add Arrears’ button.

Options Available: There are three ways of giving Arrears.

� Add Amount in Existing Salary: Here user has to define the addition to the amount of

Basic or/and the other allowances, which is already paid. User can define the amount in

the Amount column.

� Bring The Final Amount as below: To bring the Final amount of salary as per the

amount entered in the list on right hand side for which month Arrears has to be paid.

� Bring Final Amount as Salary Structure: Before running this module user has to first

make the changes in the Salary Structure for the basic and all the other allowances

which are revised. This option will calculate the difference between the old salary for

respective month and new salary updated currently in salary structure.

� Avoid At Paytime Allow: This will not consider Paytime Allowance for Arrears

Calculation. This option is activated only if “Bring Final Amount as Salary Structure” is

selected.

� Calculate TDS: This will calculate the TDS on Arrears as per the rate applicable in last

projected Tax Projection.

� Calculate with Latest Grade: This will calculate Arrears as per the calculation method

for the Latest Grade of the Employee.

� Include Days Base Supplimentary while Arrears Processing: This will calculate the

arrears by including the supplimentary payslip calculation as per “For Month”.

� After the selection of necessary option click on ‘Add’ button. (This will expand the

screen giving the option to Process Arrears)

� User has to click on ‘Process Arrears’ for processing the arrears. (This will

automatically calculate the Arrears Amount)

� After the completion of calculation it will give message ‘Arrears Calculation

Completed’, click on ‘OK’.

For e.g. If the Arrears from the month of April 2005 to June 2005, has to be paid in month of

July 2005, then user has to select the from month and year as April 2005 and to month and

Year as June 2005, then Select the Grade for which the Arrears has to be paid, Select the

‘Pay In’ Month as July 2005 and click on ‘Refresh List’ button. In below given box it will

display the list of all employees of that particular Grade and at right side the Basic and all

Allowances, which are of column type ‘At Pay Time’ and ‘Fixed’. Input the Arrears amt.

that has to be paid and click on ‘Add Arrears’ button.

On the next screen, user has to click on ‘Process Arrears’ button. This will process the

Arrears of employee selected by the user and will adjust the Arrear amt. in the Pay slip of

selected month.


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Deleting Arrears:

User can use this option in case arrears are wrongly inputted or procedure for arrears is

wrongly followed and user needs to delete the arrears generated.


This option is same as that of deleting normal payslips.

� Go To Monthly Process � Arrears Payslip � Generation.

� Click on Delete Arrears button.

� Select Month Year. (Only those months will be displayed in list in which the arrears is

paid in.

� Select the necessary selection for Masters Grade / Branch / Department / Division /

Unit / Category / Group / Particular Employees for which user wants to list the

employees and click on Fill Data (This will list only those employees for which arrears

payslip is generated)

� Select the employees for which the Arrears Payslip needs to be deleted. If all the listed

employees needs to be selected then click on “Select All”.

� After all the selections are done user has to click on “Delete” button. This will delete the

Arrears Payslips for selected employees.

� After clicking on Delete button further will give the message ‘Are you sure you want

to Delete the record(s)?’ Click on ‘Yes’, the record will be deleted. Then user can click

on ‘Close’ button and come out of the Deletion screen.


Page No: 118

8.4.2 Arrears Payslip Printing

User can print the Arrears payslips Grade wise, Branch wise, Department wise, Division

wise, Unit wise, Category wise, Group wise and All Employees together for the selected

month and year for a particular Employee or for all Employees. This is similar to that of

Normal Payslips.

Format Type consists of Monthly and Total. User can use the “Monthly” formats for

Arrears Payslips as per the “For Month & Year” and “Total” formats for Arrears Payslips as

per “Paid – In” Month & Year.

For e.g. If the Arrears Payslip are generated for month of April 2006 paid in May 2006 then

if user selects format type “Monthly”, this Arrears payslip will be available in month of April

2006 and if user selects format type “Total”, it will be available in month of May 2006 in this

module. Select the Grade and Click on ‘Ok’ button. It will display the Arrears Payslip. The

options available within the Arrears Payslip are same as that of Normal Payslip.


Page No: 119

8.4.3 Arrears Register (Monthly)

Similar to Salary register, Arrears register for the selected Month and Year can be generated.

The Register can be displayed as per the necessary selection for Masters Grade /

Branch/Department / Division / Unit / Category / Group / Particular Employees. This

Register displays Arrears Calculated in the “For Month & Year”

8.4.4 Arrears Register (Total)

Similar to Salary register, Arrears register for the selected Month and Year can be generated.

The Register can be displayed as per the necessary selection for Masters Grade /

Branch/Department / Division / Unit / Category / Group / Particular Employees. This

Register displays Arrears Calculated in the “Paid in Month & Year”


Page No: 120

8.5 Generate Statements

The Salary Generated from Software is paid to employee by various modes Cash or Cheque

or Bank or DD for which statement needs to be generated. This module is used to generate

such kind of Statement.


� User has to select the Month & Year for which the Statement needs to be generated.

� Select the Masters Grade / Branch/Department / Division / Unit / Category / Group /

Particular Employees.

� User can select the option inclusive of Supplimentary and Arrears amounts (Paid-In /

Adjust-In) or only for Supplimentary and Arrears amounts (Paid-In / Adjust-In).

� Select the necessary selection from below,

Employee: User can select All Employees or Freezed Accounts or UnFreezed Accounts for

getting the necessary statement as per the selection.

Type: User can select Net Paid or Net Salary for getting the necessary field in the Statement.

Net Paid is the Net Amount of Earning and Deduction heads defined in column master with

selection of Print in Payslip as “Yes”.

Net Salary is the Net Amount of all the Earning and Deduction heads defined in column

master with selection of Print in Payslip as “Yes” or “No”.

Payment Mode: User can assign the payment mode for each employee from Employee

Master. There are four Payment Mode available Cash, Cheque, Bank and DD. User can

select the necessary Payment Mode for which the statement needs to be generated.


Page No: 121

Format: User can select any one of the Five Bank Statement Formats available for getting

the necessary statement generated.

Order By: User can select the order by which the employees list needs to be displayed in

Statement. The various options available for sorting the Employees are Employee Code,

Employee Name, Bank A/C No. and Bank Name.

Acc. No.: If User is having multiple banks in which they transfer the salary then the Bank

Account Number can be assigned in Employee Master in multiple Bank Account number

fields. User can take the statement as per the Bank Account Number selected in this option.

� After all the above selection are done click on “OK” button. This will display the

Statement as per the selections done.

8.6 Generate Text File

This module is used to generate bank text file. There are Bank Text file format for various

different banks viz.

* ICICI Bank * S. B. P. Bank * Bank of Baroda

* HDFC Bank * Union Bank of India * NEFT-ICICI Format

* State Bank of India * P. N. B. Format * ICICI-MB –Format

* ABN AMRO Bank * Corporation Bank * Andhra Bank

* Global Trust Bank * I.C.I.C.I Bank –New * Bank of India-Format 2

* The Vyaysa Bank * OBC Bank * Vijaya Bank

* I.D.B.I. Bank * Bank of India-Format 1 * NEFT-HSBC Format

* UTI Bank * HDFC Bank Web Format * Union Bank-New

* ECS Format * Citi Bank * Citi Bank – New

* NEFT Format

These generated text files are sent to bank for making the payment of employee. The

payment is transferred to employee a/c as per the text file uploaded to bank. Text file is

generated for selected month and year.


Page No: 122

Generate Text File:

8.7 Monthly Comparison Report

Monthly Comparison Report module consists of Summary, Detailed and Reconciliation.

8.7.1 Summary (Monthly Comparison Report) With this module, user can display and Print the Summary of the Basic salary, Allowance,

Deduction and Variable heads along with Leave details for selected period.


Page No: 123


� Go to Monthly Process � Monthly Comparison Report � Summary.

� User has to select the “From” Month and Year and “To” Month and Year.


Unit / Category / Group / Particular Employees for which user wants to take the

report.

� Select the necessary selection from below options,

Format: Select the format Vertical or Horizontal in which the Report need to be generated.

Print Row Total: This will print the row total for all the heads which are displayed.

Print Leave Details: This will include the Leave related fields in the Report.

Print Variable Details: This will include all the variable heads which are defined in column

master.

� Once all the above necessary selection are done click on “Ok”. This will display the

necessary summary report as per the selections.


Page No: 124

8.7.2 Detailed (Monthly Comparison Report)

With this module, user can display and Print the details of the Basic salary, Allowance,

Deduction and Variable heads along with Leave details for selected period.


� Go to Monthly Process � Monthly Comparison Report � Detailed.

� User has to select the “From” Month and Year and “To” Month and Year.


Unit / Category / Group / Particular Employees for which user wants to take the

report.

� Click on “NEXT” button.

� The window expands giving the option for selecting various Allowances, Deductions

and Leave details. Users can Select All or any of the allowances and deduction.

� This selection for Report can be saved from “File �� Save” option so that it can be used

every time when it is required.

� Select the necessary selection from below options,

Report Format Style: Select the format Vertical or Horizontal in which the Report need to

be generated. “Show & Include Details” option is available only with the Horizontal format.

Show Row Total: This will print the row total for all the heads which are displayed.

Show Column Total: This will print the column total for all the columns.

� Once all the above necessary selection are done click on “Preview”. This will display

the necessary Detailed Report as per the selections.


Page No: 125

Monthly Comparison Report �� Detailed:

8.7.3 Reconciliation (Monthly Comparison Report)

Through this module, user can compare the last month’s salary paid with the current month.

1) Go to Monthly Process � Monthly Comparison Report � Reconciliation.

2) User has to select the Month and year, Grade, Branch or Department and click on

‘Next’ button.

3) The screen expands, where he can reconcile some of the allowances or deduction or all

together and click on ‘Preview’ button.

4) This will show the Comparison as well as Reconciliation Statement.


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8.7.4 Employee Count Analysis:

This report helps in getting total transaction of Employees within the organization. i.e. Total

Employees in the Organization, New Joined, Transfer in, Left, Transferred out, Closing,

Processed, Processed for F & F, Not Processed.


Page No: 127

8.8 Journal Voucher

SpinePayroll facilitates generation of JV for financial accounting applications. Various

formats of JV are provided which can be generated and either printed and / or exported in

different formats compatible with various financial accounting applications.

Pre-requisites for JV generation:

It is important to enter the Account Codes and Opp. A/C Code for the allowances, deductions

and standard variable columns for JV.

For Basic user can input the A/C code in “Basic A/C Name” Column and Opp. A/C Code

has to be entered in “Net Salary A/C Name” Column in the Grade Master.

(CC �� Grade)

User can input the Account code and Opp Account Code for all the remaining Earnings,

Deduction and Variable Heads from column master. (Salary Manager �� Column Master

�� A/C Code Entries) This Account Code and Opp Account Code can be input separately

for each grade wise.


Page No: 128

To generate JV user has to go to Monthly Process �� Journal Voucher (JV). The following

dialog box will appear:

� User has to select the Month and Year for which the JV has to be generated.

� Choose the Grade / Branch / Department / Division / Unit / Category / Group /

Employee for which the JV has to be generated.

� User has to select the required option from below:

Masters and employee selection: Set the selection criteria by selecting the grade or branch

or employees etc. for whose salary is to be included in the JV.

For Employees: Select to generate JV for All Employees, only UnFreezed employees or

Freezed Employees.

Format: Various JV formats are provided which can be used as per JV requirements. A brief

description about each JV will be displayed at the bottom on the selection of the JV format.

Depending on JV format selected various options will be displayed/hidden in the dialog box.

There are 15 different formats available for JV.

With Employee / Combined JV: You can generate separate JVs as per the selection criteria

for each employee or a combined JV for all the employees.

Display Allowances & Deductions: Select to generate JV for all the allowances and

deductions which are defined in the column master irrespective of their being dislayed

(printed) on the payslip.

Print in Payslip Yes Only: Select to generate JV for only those allowances and deductions

which are displayed (printed) in the payslip.


Page No: 129

� Once the above necessary selections are done user has to click on Ok. Depending on the

format selected a JV be generated which can be printed or copied excel or word, or a

text file or excel sheet will be generated in the format compatible with various financial

accounting applications.

8.9 Journal Voucher (Tally)

This module is used to pass the Journal entries to Tally Software.

Pre-requisites for JV generation:

Tally Transfer Settings: First user has to configure the Tally Transfer Settings i.e. enter the

related ledger account names created in tally for the allowances, deductions and loans as per

below working.


� Go to Utilities->Tally Transfer Settings

� Select the grade for which the settings are to be made and click on Fill Settings.

� Input the account name for Basic and Net Paid.

� Input the Tally Account Names with exact spellings in the Tally Name field provided in

Allowance and Deductions tab.

� In case separate loan accounts are maintained for each employee, enter individual loan

account names, created in Tally, in Loan Related Details.

� Click on Save to save the settings.

� Similar settings will be required to be done for each grade.


Page No: 130

Journal Voucher Generation

After the above necessary settings are done for generating JV go to Monthly Process ��

Journal Voucher (Tally)

Selection Tab:

� Select the month & year for which the JV is to be generated.

� You can filter data by selecting the Grade / Branch / Department / Division / Unit /

Category / Group / Employee or combination of masters for which the JV is to be

generated.

� Enter the narration by Right-click in the Narration box to select the field to be inserted

in the narration.

JV Settings Tab:

� Select the JV Type - Single JV (Combined JV) or Separate JV for each employees.

� Select whether the JV is for all the allowances and deductions or the ones printed in the

payslip.

� User has to select whether the JV is to be generated for Allowances, Deductions or

Both.

Allowances Tab: Select to generate JV for effecting accounts related to allowances only.

The Allowances will be debited and on selection the Employee’s A/C or Salary Payable A/C

(opposite accounts) will be credited.

Deductions Tab: The opposite account credited in Allowance JV will be debited and

deduction accounts will be credited.


Page No: 131

Net Pay: This JV is generated to debit the the Employee’s A/C or Salary Payable A/C

(opposite accounts) and credit Bank A/C.

Both Tab: As per general practice generate JV to debit the allowances accounts and debited

the deduction accounts. User can also select to credit Employee wise Separate Loan Account.

Other Settings Tab:

� Here select Yes or No for the Cost Centre break-up of the amounts in JV.

� Select the Cost Centre & Cost Category as defined in JV.

� Select the options Cost Category Required For to break-up amounts of deductions,

allowances etc.


Page No: 132

Once all the above settings are done, click on Ok to generate JV.

Two JVs will be generated one each in SDF format and XML format and stored in the Text

File path set as illustrated in the image above.

8.10 Over Time Entry

Overtime calculation is one of the salient features of the Spine Payroll System. This option

allows user to enter the details of the overtime of an employee. Hourly Rate for over time of

an employee is available in the Salary setting of Employee, so it will automatically pickup

from salary setting. User should note this module does not have any effect on total income of

employees.

Here user can store the details of overtime employee wise for particular month. Here user

shall select month and employee for which he wants to store overtime details.

Following is explanation of fields which user has to feed.

a) O.T. Hrs.: Total Overtime Hours in that particular month.

b) Rate per Hr.: Rate per Hour. Here it will automatically pickup from Salary Setting.

c) Factor: E.g. if Rate is Rs.100/- per hr. and factor is 1 Then user will get Rs.100/- per hour

but if factor is 2 then user will get Rs.200/-


Page No: 133

8.11 Voucher Printing

If user wants to pay any allowance or deductions through voucher instead of Payslip then

that can be paid through Voucher Printing for an individual employee or for all employees.

User has to select the month and year, Grade and select the allowances and deductions,

Select employee, enter the voucher date and then click on ‘Ok’. User can print the voucher

by clicking on ‘Print’ button on Preview. User can print vouchers in two format

‘Horizontal’ and ‘Vertical’ option.

8.12 Reports

It’s a menu calling of Report Writer, here user can use all the reports already designed

through the Utilities � Report Writer � Detailed with any possible combination of Grade,

Branch, Department, Division, Unit, Category or Group along with search option of Pay

Mode (Bank, Cheque, Cash…..).

8.13 L. W. F Report

This module displays the FORM A 1 report as per the requirement for a selected month,

branch wise or for all employees.


Page No: 134

8.14 Yearly Summary (Pay slip Format)

This module is used to view the summary of the individual employee or all employees of

particular grade for the selected month and year.

For e.g. If the user wants to view the summary of the employee then user has to select the

month and year, if wants to see for the particular employee then click on option ‘Selected

Employee’ and check mark that particular employee else click on option ‘All’ and Click on

‘Ok’ button.

The format will be Pay slip format. It will give details of Leaves, Allowances, Deductions

and Net Pay.

8.15 Yearly Summary (Standard Format)

With this module user can view the summary of individual employee or all employees for the

year pay slip is processed. The format will be Standard format. In this format it displays the

total amt. of Earned basic, Allowances and Deductions and the Net Pay.

If the user wants to see the summary of all employees then user has to click on option ‘All’

and then click on ‘Ok’ button. The window expands giving the summary of all the

employees. If want to view the summary of selected employee then, Click on ‘Selected

Employee’ and check mark the particular employee.

8.16 Increment History Report This report helps in getting the history of Increment done for the respective employee. User

can get the history of “Increment in Salary” and “Transfer of masters such as Grade, Branch,

Department, Designation, etc”.

Spine Payroll Article 8: Tax Manager

Page No: 135

Article 9: Tax Manager This module is defined for managing Tax Calculation.

9.1 Perks, Recoveries and Investments

9.1.1 Single: This module is important for the Income Tax Projection.

In this module user can enter all type of declarations or actual made enteries related to Perks,

Recoveries and Investment made by the employee. From this module user can enter Perks,

Investments of the employees individually.


� Go to Tax Manager � Perks, Recoveries and Investments � Single.

� Here user has to select the Name of the Employee.

� Input the year “From” and “To” and click on ‘Fill Data’ button.

� The window expands giving the option to enter the ‘Perks, Recoveries and

Investments’ declared or made by the employees.


Page No: 136

� In this window user can input the Date, Investment Amt., and the type as ‘Investment

Declared / Made’.

� All the Tax Related Declared and Made entries can be done from this module.

� Settings to be selected for some of the Perks, Recoveries and Investment Entries are as

below,

**************************************************************************

Investment exempted under 80C: This head can be used for all the Investment for which

exemption under section 80 C is claimed. E.g. LIC, PPF, Infrastructure Bonds, Mutual Fund,

NSC, Tution Fees are some of the example for the same.

� In the Perks Recoveries and Investment module, User has to Click on Add Button

� Then input the Date of Investment (Date of Investment must be within the Financial

Year period selected)

� Select the “Type of Payment” as Investment.

� Input “Proposed / Declared Amount” or “Actual / Made Amount”.

Proposed / Declared Amount: This is the Investment Declaration given without the

documents. i.e. Just Declaration.

Actual / Made Amount: This is the Investment Actually made. i.e. With Respective

Documents.

� Input the Narration. E.g. LIC, PPF, etc. The narration entered for Investment is printed

on Tax Projection and Form 16. Once entered narration is available of selection in list

when same type of Investment case occurs.

� After all the necessary selection and entries as above are done, Save the Record.

**************************************************************************

HRA Exemption: For this first HRA head must be defined in column master in standard

column for HRA (i.e. “a2). User can also define HRA in any allowance column but then he

has to do the necessary setting in “Utilities � Standard Column Settings” in HRA field.

Input the entry of Rent Receipt from Perks, Recoveries and Investment.


� Then input the Date of Rent Receipt (Date of Rent Receipt must be within the Financial

Year period selected)

� Select the “Type of Payment” as “Rent Paid by Employee”.

� Select the “Staying In” as Metro Cities or Non-Metro Cities.

� Input “Proposed/Declared Amount” or “Actual/Made Amount”.


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Proposed / Declared Amount: This is the Rent Receipt Declaration given without the

documents. i.e. Just Declaration.

Actual / Made Amount: This is the Rent Receipt Amount Submitted along with Respective

Bills.

� After all the necessary selection and entries as above, Save the Record.

There are various methods given by calculation of HRA Exemption i.e monthly or yearly.

If HRA Exemption needs to be Calculated Monthly Based,

� From “Utilities � Payroll Standard Settings � Form 16 Settings” user has to select the

option for HRA Exemption as Check Monthly Calculate Monthly or Check Monthly

Calculate Yearly as per the requirement.

� User has to Input the Rent Receipt for each month separately. i.e. Each Rent Receipt

entry must have date of the particular month for which it is entered.

If HRA Exemption needs to be Calculated Yearly Based, � From “Utilities � Payroll Standard Settings � Form 16 Settings” user has to select the

option for HRA Exemption as Yearly.

� User has to enter the Rent Receipt combined for the whole year.


**************************************************************************

Vehicle Perquisites: If the company is providing Vehicle (car) to an employee, for

calculating the perquisites the user has to do the following settings.


� Then input the Date (Date must be within the Financial Year period selected)

� Select the “Type of Payment” as Vehicle Provided (First)

� Input “Proposed / Declared Month” or “Actual / Made Month”.

� Select the necessary settings for,

Expenses Done by: Employer or Employee

Provided For: Office Use or Private Use or Both.

With Driver: Yes or No

HP: Big Car or Small Car.


� Vehicle Provide (Second) and Vehicle Provided (Third) can also be entered. User has to

Input “Proposed / Declared Month” or “Actual / Made Month”.

**************************************************************************


Page No: 138

Accommodation Provided: If the company is providing Accommodation to an employee,

for calculating the perquisites the user has to do the following settings.

� In the Perks Recoveries and Investment module, User has to click on Add Button

� Input the Date (Date must be within the Financial Year Period selected)

� Select the “Type of Payment” as Accommodation Provided

� Input “Proposed / Declared Month” or “Actual / Made Month”.

� Select the necessary settings for,

Staying in: Metro Cities or Non Metro Cities or Semi Metro Cities

Cost of Furniture: Input Amount of Furniture paid by company.

Rent P.A.: Input Rent Per Annum paid by Employee for the Accommodation provided by

company.

Fair Rent P.A.: Input Rent Per Annum paid by Company for the Accommodation provided.

**************************************************************************

9.1.2 Multi

This is same as Perks, Recoveries and Investments as above. But through this module, user

can enter the Perks and Investments, Grade wise, Branch wise, Department wise, for an

individual employee or for multiple employees or for all employees.


� Go to Tax Manager � Perks, Recoveries and Investments � Multi.

� User has to select the Grade / Branch / Department / Division / Unit / Category / Group /

All,

� Select Employees All or Selected.

� Select Amount Type Both or Declared Only or Made Only.

� Select Display Narration, if user wants to enter narration.

� Click on ‘Next’ button.


Page No: 139

� The window expands giving the option to select the Perks and Investments, where user

can select the required fields and again click on ‘Next’ button.

� Again the window expands giving you the employee listing with the selected fields

where user can enter the amt for each fields for all the employees.

� If user wants he can also enter the Narration at the Narration column provided and

‘Save’ it.

Note: In case, user wants to edit any amount entered through multiple he can change the

same through single entry or can select the same date of the date entered for perks in ‘Date

of Voucher’ column and edit the same. Deletion of any particular entry is possible only

through single entry.


Page No: 140

Other Utilities: This option is available on top left corner.

Delete Multi Entries: Through this option user can delete multiple Investment & perks entry

with multiple employee selection.

Import / Export: Through this option user can Import or Export the Perks, Recoveries &

Investment Entry Details. This can be utilized for transfer of selected Perks Recoveries &

Investment Entry Details from previous year to current year.

User can upload the Details for Perks, Recoveries & Investments from “Utilities ��

Import” option. There are various option which can be utilized for uploading such as

Investments & Perks Details – Others, Investments & Perks Details – Rent Paid by

Employee, Investments & Perks Details – For Accomodation and Investments & Perks

Details – For Vehicle.

9.1.3 Report

Through this module, user can get the report of all the entries made in Perks, Recoveries and

Investment (Single / Multiple) Grade wise, Branch wise, Department wise, Division wise, for

a particular employee or for all employee in a particular year with all type of payment.


Page No: 141

9.2 Standard Deduction Slabs

This module is used to input the Standard deduction slabs (For Past Years). The amt. will be

deducted from the employee salary as per the slabs. Report for this module is also available.

Standard Deduction:


� To input the Slab, go to Tax Manager � Standard Deduction.

� The user has to enter the financial year and click on ‘Input Slab’ button.

� User can see expanded window showing slab of salary, Deduction % and Deduction

Amt.

� User has to click on ‘Add’ button and input the Slab.

� Click button ‘Reports’ to get the reports.

� User can change the New Year slab if there are any changes as per I.T. Act.

Please Note: � First slab always start with 0 amount and last slab will end with 9,999,999 to ensure the

full application of calculating the Standard Deduction.

� Salary includes Gross Salary + Perks – Exemption.


Page No: 142

9.3 Income Tax Slabs

In this module user can enter the Income Tax slabs. The income tax deducted at the time of

Tax Projection will be based on the slabs mentioned in this module.


� Go to Tax Manager � Income Tax Slabs.

� Input the start financial year and click on ‘Input Slab’ button.

� User can see the expanded window showing Slab of Income, Rate%, Edu. Cess% and

High Edu. Cess%.

� Click ‘Add’ button to add new slabs.

� Once the slab is input click on save.

� Click button ‘Print’ to get the report on Income Tax slab.

� User can change the slab for New Year if there are any changes as per I.T. Act.

The Tax Calculation in Form16 and Projection of Income Tax will be generated based on

this information; this information is subject to change every year as per the I.T. Act therefore

user shall update the information.

9.4 Rebate Slabs In this module, user can enter Rebate slabs under Sections 88 for Investments, 88 (2) for

Infrastructure Bonds, 88 B for Women and 88 C for Senior Citizens.


� Go to Tax Manager� Rebate Slabs.

� User has to select the section, enter the year and click on ‘Input slab’ button

� The window expands showing slab to enter Income From, Income To, Rebate amt. and

the Rebate Percent.

� Rebate will be given to employee at the time of Tax Projection as per the entry made in

Perks, Recoveries and Investments module.


Page No: 143

Rebate Slabs:

Any modification in this module will effect the calculation of FORM16 and Income Tax

Projection.

User shall define the Act, Financial year for which he wants to update the data, similarly

required to put maximum rebate available against rebate amt. and ‘%’, if rebate is available

for investment where applicable.

9.5 Tax Limits & Receipts No. Entry

Tax Limits: Through this module, user can enter the limits for Tax U/s 80C, 80 CCC, 80D,

80DD, 80DDB, 80E, 80L, 80U, HOUSINGLOAN, LOSSHP 100, LOSSHP 99.

The Standard limits as per the Income Tax U/s 80 CCC, 80D, 80DD, 80DDB, 80E, 80L,

80U, HOUSINGLOAN, LOSSHP 100, LOSSHP 99 will be automatically displayed and if

user wants he can change the limits as per his requirements.

Also given facility to change the % of Housing Loans & other Loan as per SBI Act any

change in amendments.

Receipt No. Entry: User can update the Quarter wise Acknowledgment receipt entry from

this module by updating the Financial Year 2007-2008 onwards & click on Receipt Entry for

updating the Acknowledgement receipt nos.


Page No: 144

9.6 Tax Projector

This module is used for projection of Income Tax. User can check with this module the Tax

payable, the deductions or the rebates given to the employee in a particular Financial Year.

Please Note: Before Projecting the Tax, user has to first define the various slabs related to

Taxation i.e., Standard Deduction, Income Tax and Rebate Slabs (Slabs to be defined

considering the Income Tax rules and regulations for different years.) and make necessary

entries in Perks, Recoveries and Investments Single / Multiple.


� Go to Tax Manager � Tax Projector.

� User has to select the Grade / Branch / Department / Division / Unit / Category / Group /

All for which he wants to do the Tax Projection.

� Then Select the Employee Name if user wants projection of individual employee or

keep the Employee name column blank for Projection of all employees.

� Enter the year From and To, Select the Investment ‘Made’ or ‘Declared’ as per ‘Perks,

Recoveries and Investments’ module. (If user selects Investment as ‘Made’ it will

only display the ‘Investment Made’ entered in Perks and if user selects Investment as

‘Declared’ then he can display ‘Investments Made and Declared’ both entered in

Perks).

� If user wants to show negative tax of the employee then he has to tick on ‘Show

Negative Tax’ check box.

� Select the Reimbursement Exemption as per ‘Column Master’ or ‘Reimbursement

Master’. � Select Project ‘With Last Salary Paid’ or ‘With Salary Structure’. (‘With Last

Salary Paid’ will project the Tax as per last Payslip generated and ‘With Salary

Structure’ will project the Tax as per entries made in the Employee � Salary

Structure).

� There are certain Income on Interests which are beneficial U/s 80L and U/s 88, by

selecting this option if users have entered the data for 80L only in Perks, Recoveries and

Investments it will also reflect the same U/s 88.

� And click on ‘Ok’ button.

� If user wants Projection for only those employees who left in a particular Financial

Year, them he has to tick on ‘Show Only Employee-Left in F.Y.’

� If user wants to exempt more amounts for reimbursements as compared to the used

amounts then he has to select the option ‘Exempt > Allowance Given’.

� The window expands displaying the name of the employee and summary of its Tax

projection as mentioned in previous screen. (If the name column is blank then it

displays the name of all employees). It is a single line Projection.

� In this screen there are two buttons viz.: ‘Transfer TDS to Salary Settings’ and

‘Transfer TDS in last month’. The first option will divide the balance TDS amt. with

remaining months and will transfer it to salary settings. The second option will transfer

the TDS amt. to last month pay slip and the Pay slip Net salary will be adjusted

accordingly.


Page No: 145

Tax Projector:

� To view the details of Tax Projection select the name of employee and press ‘F2’ or

‘Double Click’ the Employee for which user wants to view the projection or Click on

‘Generate Detailed Projection For All Employees’ to view the projection for all the

employee’s. The window will further show the details of Tax projection of that

particular employee or for all employees. The window shows the Actual and Projected

details. i.e. the Process data and the remaining months data. It shows the total Salary,

Allowances, Exemptions, Rebate given, the Tax to be deducted and if any TDS.

� If user wants only those employees detail projection to be shown whose Balance Tax is

greater than 0 (zero), then he can click on ‘Bal Tax > 0’ and then click on ‘Generate

Detailed I. T. Projection’.

� User can also Email and Print the Income Tax Detailed Projection.


Page No: 146

Tax Projection:


Page No: 147

9.7 Standard T. D. S. Depositing Details

This module is use to update the details of TDS Deposited Challans by the company with

Income Tax Department. Information like 'Amount Deposited', 'Date of Payment', 'Name

of Bank and Branch where Tax Deposited' and 'Challan No.' can be updated time to

time. This information is automatically updated with the FORM 16, FORM 24, and FORM

24Q data generated for the employee's taking the individual TDS amt. deducted.

Before updating TDS depositing entries go to Utility�Payroll Standard Setting�Form16

Setting, select the checkbox of “Employee wise TDS Entry” and save the settings.

To update the TDS challan entries in payroll go to Tax Manager �Standard TDS Depositing

Details.

User can select the option of "Yearly Tax info". This will ease the work to know the yearly

status of employee's total tax details.


� Go to Tax Manager� Standard TDS Depositing details.

� Click on 'Show employee with Balance Tax'. (If not selected then all employees will

be displayed)

� Enter the year and click on 'Refresh' button.

This will expand the window in two part 1) General Details 2) Employee Details

General Details:


Page No: 148

� User required to fill data related to Challan No., Challan Date – On which the Challan is

going to submit, Bank Name, Cheque No, BSR No., Bank Name, Payment Mode, Tax

Deducted date etc.

� Select for which quarter one is filing the ITNS Challan, according to it defined months

will be displayed in Tax Deposited for the month list. (In Employee Details)

� Do not required selection of Book Entry check box for making Challans.

� Payments Details in General will auto updated as per the Employee wise entry updates.

� You can make three separate Challan for Apr, May & Jun or you can make one

common Challan for Quarter (one Challan for one quarter).

Note: Payment Details will be updated automatically display once you update the Employee

Details entries.

Employee Details:

� User needs to select Standard TDS Depositing Details-->Employee Details�"Range

Selection".

� By Range Selection option you can select the range for which you want to make the

Challan.

� One can make the month wise Challan separately (for e.g. if having one Challan for one

month say April, then user need to select Range Selection from April to April) and also

make one Challan for multiple months together. For generating multiple months’

challan together one can select Range Selection from any month to any month.

� To make the Challan select the range and select the “Employee Selection” option.

� By Employee selection one can get separate tax deducted and other tax details with

Grade, Branch, Department, Division and Employee wise


Page No: 149

� After selection of employee details click on “Fill Data”.

� This will fill the data in Employee details for Total Tax deducted & balance details.

Copy Range Bal. Tax to Amt to Pay

This option will transfer the selected Range balance amount into the column of “Amt to

pay”.

Fill all the required and mandatory fields in General & Employee details and save the

challan.

I T N S Challan 281: The ITNS Challan is displayed as per the Income Tax Act.

It is used for the Tax on Income other then Corporation Tax.

9.8 TDS Adjustment Entry:

This is a module can be used by the user for TDS adjustment. In Spine Payroll software you

can shift the TDS amount deducted from one employee to another employee or in different

month and can shift the tax liability. This you can use by doing reprocess of payroll or by

using TDS ADJ module.

Working with the module:

� User has to create one TDS Adjustment Column in Column Master. eg. TDS column is

created in d4 and TDS Adjustment head is defined with name Other Deduction in d10.

� User has to open the TDS Adjustment Module from option “Tax Manager � TDS

Adjustment Entry”

� Select employee for which you want to refund or adjust.

� Select “TDS Adj Col” and necessary Period.

� After all the above selections are done click of Ok button. This will open a new window

for inputting the adjustment for TDS.


Page No: 150

(TDS Adjustment Entry)

e.g. In month of Jan the original TDS deducted was Rs. 1449 and user wants to refund Rs.

200. So user has to reduce TDS Amt. col to Rs. 1249 and input Rs, 200 in TDS Adj col.

Now in March user want to pay him back Rs. 200 so put Negative Rs. 200 in March and save

the record this will increase net pay of that employee in month of March by Rs. 200.

After the above changes are done, if user generates Challan of Jan Rs.1249 will appear as

TDS against that employee.

Incase user has already generated Challan and deposited Rs. 1449 in challan; user needs to

regenerate the same and shift balance Rs. 200 to other employee. i.e. User has to show that

the additional amount was paid in advance for next month for some other employee in

advance.


Page No: 151

9.9 Employee wise flag settings:

A) Flag Setting Related to additional Exemption under section 80D / 80DD / 80 DDB

1) Extra Deduction for 80D (Parents not Sr. Citizen):

In Case if the Employee wants to claim extra exemption under section 80D for Investing in

Mediclaim for Parents (Parents are not Senior Citizen) then the selection of this flag allows

the employee to get extra exemption under section 80D (For Mediclaim) as per the Income

Tax Act. i.e. He will get normal exemption for himself as well as additional exemption for

parents (parents are not senior citizen) under section 80D.

Procedure: a) Input the respective amount for Mediclaim from option “Tax Manager � Perks,

Recoveries & Investments”.

b) Select the flag “Extra Deduction for 80D (Parents not Sr. Citizen)”.

2) Extra Deduction for 80D (Parents Sr. Citizen):

In Case if the Employee wants to claim extra exemption under section 80D for Investing in

Mediclaim for Parents (Parents are Senior Citizen) then the selection of this flag allows the

employee to get extra exemption under section 80D (For Mediclaim) as per the Income Tax

Act. i.e. He will get normal exemption for himself as well as additional exemption for

parents (parents are senior citizen) under section 80D

Procedure: a) Input the respective amount for Mediclaim from option “Tax Manager � Perks,

Recoveries & Investments”.

b) Select the flag “Extra Deduction for 80D (Parents Sr. Citizen)”.

3) DED under 80DD (Serious Disability) In Case if the Employee wants to claim extra exemption under section 80DD (any of the

dependent is suffering Serious Disability) then the selection of this flag allows the employee

to get the respective exemption.

B) NRI Employee:

This allows differentiating the normal employee with the NRI working in the organization.

Selection of this flag will apply Zero slab for Calculation of Income Tax.

C) Physically Disable / Blind Handicapped: This flag is provided with respect to Income

Tax Calculation.

D) Professional Employees: This allows differentiating the normal employee with the Professional Employee working in

the organization. Selection of this flag will disable the employee from display in the list of

Tax Calculation.


Page No: 152

E) Flag Setting Related to classification of Employee for Labour Welfare Fund. This selection is required for classifying employee for LWF Report. There are two flag

provided for selection. LWF Manager and LWF Supervisor.


Page No: 153

9.10 L.T.A Control System:

This module helps in managing the exemption for LTA with a four year block as defined by

the Income Tax Act.

As per the Income Tax Act the Leave Travel Allowance is to be managed as per four years

block. Within the four years period as specified by Income Tax Act the LTA amount paid to

the employee for any two years have to be treated as taxable and the remaining two years

will be treated as non-taxable.

Procedure: a) Define LTA in Column Master Settings with column type as Reimbursement or Fixed

Reimbursement.

b) Go to option Tax Manager �� LTA Control System, following window “L.T.A.

Control System” will open.

c) Select the Year in which Tax Exemption is to be considered for LTA, user has to select

any two years for exemption within the block of four year for the respective employees. (The

system will allow the user to select only two years in block of four years.)

d) All the amount paid from the LTA Column selected in this module will get exempted in

the year selected.

e) Once the form-16 is generated user will not be allowed to change the selection for the

year. e.g. If the user generate Form-16 for year 2009-2010 then it will not allow to do any

change in selection for the year 2009.


Page No: 154

9.11 FORM 16

The FORM 16 is displayed as per the statutory requirement. There are two ways of

generating FORM 16: Multiple and Single.

Form 16 is generated on based of actual processed data. Before generating Form16 verify the

following things:

� Update the Employee wise Reimbursement Master (If using any allowance as

Reimbursement Like: Medical, LTA…). User need to update the Exempted amount (on

which bill submitted by employee) in Exempted column so up to that amount employee

will get exemption and rest will be taxable.

� Verify the option of Utility�Payroll Standard Setting�Form16 Setting. Update the

details and then also select the check box for Employee Wise TDS Entry and save the

settings.

� Also verify the Tax Limit from Tax Manager all the standard limits as per the Income

Tax should be updated if require modify the same as per the year period and save the

settings.

� If employee has left the organization in mid of the financial year then verify the entries

of investments & other in Tax Manager�Perks, Recoveries & Investment which should

not be of next month date. (for e.g. if employee had left in Apr 2006 & Investment

entries are made of after April month like May, Jun) then in this case it will not reflect

in Form 16.

9.9.1 Multiple: Through this module, user can generate Form 16 Grade wise, Branch wise,

Department wise, Division wise, Unit wise, Category wise, Group wise or for a particular

Employee or for all employees.

User has to select the year and click on 'Generate and Save'. This will generate Form 16

and Form 16 AA based on Gross Salary. Generation of Form16 through this option will

update the TDS entries automatically.


Page No: 155

9.9.2 Single: Through this module, user can generate Form 16, for a particular employee.

User has to click on 'Add', Select the employee, enter the year and click on 'Calculate &

Round Off' button and then go to Deposited Amt. column click the button of “Import TDS

Details” and save the same.

If user want to add the Previous Job details in Form 16 then user need to update the Details

first in Employee�Previous Job Salary Details & then select the related option in

Utility�Payroll Standard Setting�Form 16 Settings�Include Previous Job Salary and save

the settings.

Note: If user wants he can print FORM 12 BA and also get the details of FORM 16 by

clicking on 'Print Form 12 BA' and 'Details' option respectively.


Page No: 156

9.12 FORM 24 Q The Form 24Q is designed and displayed as per the statutory requirement. From this module

user can generate and print form 24Q. User can also generate eTDS for each quarter and

print form 27A.


Print Form 24 Q.

� Go to Tax Manager � Form 24 Q.

� Enter the financial year.

� Select the quarter for which you want to generate the Form 24 Q, Enter the Employee

Class code, if any, Select the state.

� If the person responsible for paying the salary is the Employer then click on ‘Yes’ / if

‘No’, then enter the details in ‘Person’s Detail’.

� Place, Auth. Person and Designation will be automatically displayed as it must be

entered in Utilities � Payroll Standard Setting � Form 16 Settings. Date will be

current date of the system

� User need to select option as per the convenience from

Display all the employees whose TDS to be deducted,

Display all the employees whose Salary is process

Display all the employees who are in Tax Bracket,

� Click on “Calculate Tax”.

� After that click on 'Generate Form 24 Q', this will give the message 'Form

24 Q. (Generated successfully for the Quarter 1 / 2 / 3 / 4.')


Page No: 157

� For printing Form 24 Q, user has to click on ‘Print Form 24 Q’, this will give message

whether to print the salary details or not, user can select the required option.

� User can print the Form 27 A by clicking on ‘Print Form 27 A’ option.

eTDS Generation for Quarter 1, 2 and 3.

� First the Salary for all the months in the quarter must be processed or Final Salary must

be uploaded.

� Enter the Challan Details from Tax Manager � Standard TDS Depositing Details for

all the months in the selected quarter.



� Select the quarter for which you want to generate the Form 24 Q.

� Input the Employee Class code, if any.

� Select the State from list.




entered in “Utilities � Payroll Standard Setting � Form 16 Settings” or can be updated

in Respective Field in Form 24Q generation module.

� Date will be current date of the system or can be updated as per user’s requirement.


Display all the employees whose TDS to be deducted or

Display all the employees whose Salary is process or

Display all the employees who are in Tax Bracket � Click on “Calculate Tax”.

� Click on generate eTDS option. (This will generate the e-TDS in the text file path set)

� The eTDS file generated from the system can be validated with latest NSDL Validation

Utility.


eTDS Generation for Quarter 4.

� First the Salary for all the months in the quarter must be processed or Final Salary must

be uploaded.

� Enter the Challan Details from Tax Manager � Standard TDS Depositing Details for

all the months in the selected quarter.



� Select the quarter for which you want to generate the Form 24 Q.

� Input the Employee Class code, if any.

� Select the State from list.




entered in “Utilities � Payroll Standard Setting � Form 16 Settings” or can be updated

in Respective Field in Form 24Q generation module.


Page No: 158

� Date will be current date of the system or can be updated as per user’s requirement.


Display all the employees whose TDS to be deducted or

Display all the employees whose Salary is process or

Display all the employees who are in Tax Bracket � Click on “Calculate Tax”.

� Click on “Generate Form 24Q”

� Click on generate eTDS option. (This will generate the e-TDS in the text file path set)

� The eTDS file generated from the system can be validated with latest NSDL Validation

Utility.


9.13 Tax Reports

9.13.1 TDS Deducted Report

This module is used to display the details of Tax deducted of employee in Pay slip. User can

generate this report Grade wise, Branch wise, Department wise, Division wise, for a

particular employee or for all employees for any specific period.

9.13.2 TDS Deposited Report

This module is used to display the details of Tax Deposited by the employee in Challans.

User can generate this report, for a particular financial year, Grade wise, Branch wise,

Department wise, Division wise, for a particular employee or for all employees.

Spine Payroll Article 10: Events

Page No: 159

Article 10: Events

10.1 Increment

With this module, User can give increment to the employee if any. There are two to give

increment i.e., ‘Previous Increment Date’ and ‘Slab Amount’.

Previous Increment Date

In this module, user has to select the Grade for which increment has to be given, then the

date from which user wants to give Increment, user also has to select the period of the last

increment of that Grade for which increment has to be given (which user can get from

Employee Master), and click on ‘Ok’ button. The screen expands displaying the Name of all

Employees in that Grade, their basic and those columns that is of ‘At Pay Time’ and ‘Fixed’

Type. After that user has to enter the increment and click on ‘Process Increment’ button.

This will process increment of the selected employees.

For e.g. If the last increment for employee is given on 1st of April 2003 and now the

increment has to be given on 1st March 2004, then the user has to type in Date From as

‘01/04/2002’ and in Increment Date as ‘01/03/2003’ and Increment upto Date, and Click on

‘Ok’ button. Then select the employee from the list input the increment amt in ‘Inc.

Amount’ column; this will automatically add the increment amt to ‘New Basic’ (Previous

basic + Increment Amt.) and click on ‘Process Increment’ button.

Slab Amount

In this module, user has to select the Grade for which increment has to be given the

‘Increment Slab’ is to be defined in ‘Grade Master’, then the date from which user wants

to give Increment and Click on ‘OK’.

The screen expands displaying the Name of only those employees whom Increment is to be

given on that particular date in the Grade selected, their basic and those columns that is of

‘At Pay Time’ and ‘Fixed’ Type. Then user has to select the employee and Click on

‘Process Increment’ button. Here, increment amount will be as per defined in the

‘Increment Slab’.

For e.g. If the last Increment for an employee is given on 1st January 2003 and now in the

‘Increment Slab’ it is mentioned increment to be given after 12 months and the amount is

Rs. 1000/- i.e., from 1st January 2004, then the input the Increment as on date as 1st January

2004, and Click on ‘OK’ button. Then select the employee from the list; the increment amt

will be automatically displayed as Rs. 1000/- and user has to click on ‘Process Increment’

button.


Page No: 160

10.2 Promotion and Transfers

10.2.1 Single

Through this module, user can give Promotion and Transfer to an Employee, From one

Grade to another, one Branch to another, one Department to another, one Division to another

and one Designation to another.


� User has to go to Events � Promotion and Transfer.

� Click on Add

� Select the Name of employee (The employee code and Previous Grade / Branch /

Department / Division / Designation / Division / Unit / Category / Group) is displayed

automatically).

� User then has to select the New Grade / Branch / Department / Division / Designation

and input the Promotion Date and click on ‘Save’ button.

Note: In reimbursement master and loan master new Grade has to be added after Promotion.

The Leave pattern of both the Grades (i.e. Previous Grade and Promoted Grade) should be

the same or else Leave will not be maintained.


Page No: 161

10.2.2 Multi

This module is same as Promotion and Transfers � Single. User can promote and transfer

employees Grade wise, Branch wise, Department wise, Division wise, or for all employees,

based on Grade, Branch, Department, Division and Designation, from a particular date.

10.3 Bonus Generation

User can generate the Bonus Grade wise, Branch wise, Department wise, Division wise, Unit

wise, Category wise, Group wise and Employee wise for a particular Employee or for all the

Employees through this module. After generating the Bonus, user can upload the same at the

time of processing.


Page No: 162


� Go to Events� Bonus Generation � Selection Criteria.

� User has to select the ‘Period from and to’ for generating Bonus.

� Then user can select the Grade / Branch / Department / Division / Employee for which

he wants to generate Bonus.

� User can also select whether he wants to generate Bonus for ‘All Employees’, ‘Current

Employee’ or ‘Left employee’. � Select the format Report / Slip / Register. Report is the normal format. Slip is as per

“the Payment of Bonus Rules-1975 Form C” and Register is the Bonus Standard

Register.

� If user doesn’t want to display the days then he has to mark on ‘With Out Days

Display’. � Go to Eligible Criteria, In ‘Calc. On’ user has to enter column name (which user

defined in Column Master / can be new_basic) on which he wants to calculate bonus.

� User ha s to select the calculation base, it may be ‘Paid in’ / ‘Adjust in’ or ‘Check the

salary structure’. � If user wants to display actual bonus amount then select ‘Upto Bonus Amount’ or else

select ‘Actual Amount’.

� Then user has to fill the amount (Employee’s earning should be less than and greater

than that amount) and he shall enter maximum amount on which it will calculate the

Bonus.

� Then user has to enter the Bonus percentage and Minimum Bonus amount.

� After filling all details user shall click on ‘Ok’ button. It will give month wise bonus

calculated amount and total of all months.

Note: User can also round off the amount month wise by selecting ‘Individual’ and round

off the total amount by selecting ‘Final’.

10.4 Gratuity Calculation

When Gratuity calculation requires, user can calculate through this option. As per the policy

of the respective Company user shall enter the minimum eligibility of number of completed

years of the employee and maximum gratuity amount to be paid.

User can do the gratuity calculation for ‘All Employees’, ‘Current Employees’ or ‘Left

Employees’. Based on ‘Joining Date’ or ‘Confirmation Date’. If user wants to calculate

Gratuity on Salary Structure then click on ‘Check Salary Structure’.

After filling this information Spine Payroll will show list of employees those are eligible for

the gratuity. Here user can select employees for gratuity calculation. Gratuity gets calculated

like this:


Page No: 163

Gratuity Calculation Module:

Gratuity Calculation Report:

In above example Maximum Gratuity limit is Rs.3, 00,000/- and calculated gratuity of

Employee 1, is Rs.2, 88,460/- so he will get full calculated amount i.e. Rs.2, 88,460/-, but in

case of Employee 2, calculated gratuity is Rs.4, 50,000/- then also he will get Rs.3, 00,000/-

only.

Formula for Gratuity Calculation is as follows:

Gratuity = [(Earned Basic + D.A.) / 26 * 15] * No. of Yrs.

(i.e. Gratuity = (B/26 * 15) * 10)


Page No: 164

10.5 Left / Retired / Terminated

User can manage Resignation Offer Date, Resigned Date and Left Date from this module.

Working: a) Select the Employee from the Tab in front of Employee Name field.

b) Once the Employee is selected it will display the existing details currently associated with

the selected Employee. The detail consists of Grade, Branch, Department, Designation, Unit,

Category, Group, Birth Date, Employee Code, Joining Date and Confirmation Date.

c) User can update the Employee Status, Resignation Offer Date, Resignation Date, Left

Date and Reason of Leaving.

User has to select the Name of the employee and input the respective dates and status for the

employee. date of Left / Retired / Terminated and click on ‘Save’. Pay slip of any employee

will not be generated after the date of Leaving. Report is available for this module.

User has to enter only the Resignation Date in case, if the employee has left the company and

not yet settled for employee’s left and settled user has to enter ‘Resignation Date’ and ‘Left

Date’ as same.

a) Resig. Offer Date: User can input this date as the date on which the Employee submits

Resignation Letter.

b) Resignation Date: User can input this as Last Working Day in Organization (The number

of days in the month of leaving will be considered upto this date)

c) Left Date: This is Last day on Payroll. (After this date the next month onwards the

Employee will not be available in list of Payroll Process). This will be Full & Final

Settlement Date.

User can also upload Resignation Date and Left Date from “Utilities �� Import ��

Update Employee” Module for single employee or multiple employees together.


Page No: 165

10.6 Projected Final Settlement

This module is related to Left / Retired / Terminated module. The employee who has Left/

Retired / Terminated is only displayed in this module. User has to select the name of the

employee. Detail of employees pending loan, or any assets issued to employee or any leave

balance in his account is displayed. User has to take these figures and Process the Pay slip of

that employee.

10.7 Actual Final Settlement

This module is used for Final settlement of the employee Left / Retired / Terminated. After

processing the pay slip of the employee along with the Projected Settlement figures, User can

go for Actual Final Settlement. User has to select the name of employee and the details will

be displayed. The final amt. to be paid to that particular employee is displayed in this module

with all other details.

10.8 Reports

10.8.1 Increment

This report displays the details of the employee who has given increment for that particular

month. The report is displayed for the individual employee or for all employees. The user has

to select the name of the employee and the ‘From Month and Year’ and the ‘To Month

and Year’ and click on ‘Ok’ button.

It will display the basic salary, the name of the employee in the report.

10.8.2 Promotion & Transfers

This module gives the details of the employee who is / are promoted in the particular month.

User has to select the month in which the employee was promoted and click on ‘Ok’ button.

The report is displayed showing the details of Employee Name, Previous Grade, Promoted

Grade and Promoted Date.

10.8.3 Branch Transfer

With this report user can view the Summary / Detailed of Branch Transfer.

If user wants to view the report of individual employee then user has to select the name of

the employee or else has to live the Employee name column blank, and select the month and

year and click on ‘Ok’ button.

Detailed Report displays the ‘New Branch’, ‘Old Branch’ and ‘Employee Name’.

Orders: It is a formal letter and displays the Branch Transfer.

Spine Payroll Article 11: Utilities

Page No: 166

10.8.4 Employee Left / Retired / Terminated

If User wants to view the detail report of the employee Left / Retired / Terminated, then,

User has to select the month and year and click on ‘Ok’ button.

Reports can be viewed Branch wise, Dept. wise, or Grade wise.

Article 11: Utilities

11.1 Report Writer

User can define and generate reports for Processed Records from this module. This is a very

important Tool and can help in generating of any number of Processed Records related

reports as per the user’s requirement. The defined report can be saved and can be used any

time whenever required. There are two methods of creating / defining report: Detailed and

Summary.

11.1.1 Detailed (Report Writer)

This Report Writer will help to define and generate detail Report for processed records. It

consists of Select, Fields, Sort & Group, Filter and Title options.

Select: In this module following selections can be done depending on users requirement.

� User has to select period for which the Report needs to be generated.

� Then the necessary grouping required for generating of report e.g. Grade wise, Branch

wise, Department wise, Division wise, Unit wise, Category wise, Group wise or for any

single employee selection can be selected. If no masters are selected it will generate

report for all the employees.

� Freezed / UnFreezed / All Employees.

� Pay Mode.

� Report as per Latest or Actual Master

� Report Inclusive or Exclusive Report for Arrears / Supplimentary / Supplimentary F&F.

This selection has to be done every time when any report needs to be generated as this

selections from “Select” option are not saved.


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Please Note that User hast to first do the necessary selection for “Fields, Sort & Group,

Filter and Title” then save the settings from option “File �� Save”. This report can be

selected from “File �� Open” option.

Fields: Fields related to Employee Master Details such as Ticket Number, Employee Code,

Employee Name, Date of Birth, Date of Joined, etc and fields related to salary details

(Processed Records Only) such as Earned Basic, HRA, Total Earned, PF, PT, Total

Deduction, Net Paid, etc can be selected from this option.

Field Name: In this field user can update the Name of the heads required in the Report for

the selected head.

Col. Total: User can choose this option for those selected salary heads where he requires

total of the particular head.

Row Total: User can choose this option to get total for those selected salary heads in one

record (row).

At Row: User can input the row number where he requires the head to be displayed or

printed.

At Col: User can input the column number where he requires the head to be displayed or

printed.


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(Report Writer – Detailed)

Column Width: User can input the necessary width for the particular selected column.

Actual Name: This is the Actual Name of the field in the software; user can search the

particular field in the list available by this Actual Name.

Calculated Fields: There are 15 Calculated Fields provided in Report Writer - Detailed.

i.e. Calculated Field 1 to Calculated Field 15.


Page No: 169


The main function of the detailed Report Writer is to provide details of Processed Records.

User can use these fields for getting the records calculated as per his requirement. This field

will allow defining necessary formula for calculation and as per the formula the result will be

calculated at run time without again processing the salary.

e.g. we require total of heads “Basic and HRA”, user has to follow below procedure.

� Select the necessary “Calculated Field” Column.

� Select the Column Total of the Selected Column if the total is required.

� Rename the Field Name for the particular column as per the requirement.

� Right Click on any cell in the particular field’s row, module for defining formula will be

evoked.

� User has to Select Fields Name or Actual Name whichever is remembered by user and

click on Add Fields.

� Select the Operators {+, -, /, *, (, or )} which needs to be used and click on Add

Operator.

� Select another Fields Name or Actual Name whichever is remembered by user and click

on Add Fields.

� Once the necessary formula is defined click on close.


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Page No: 171

Sort & Group

User can get the Records Sorted and Grouped as per the selection done in Sort & Group

option.

Order By – Sorting: User has to select the head in list by which the records need to be

sorted and click on “ADD” button in “Order By – Sorting” option.

Group Field: User has to select the head in the list by which the records need to be grouped

and click on “ADD” button in “Group Field” option. User can also select the “Print Group

Total” for getting the total of all the heads in the Group Selected.

Sub Group Field: User has to select the head in the list by which the records need to be

further grouped within the “Group” selected in “Group Field” option and click on “ADD”

button in “Sub Group Field” option. User can also select the “Print Sub Group Total” for

getting the total of all the heads in the Sub Group Selected.

Filter

User can write the condition by which only those record will be displayed as per the filter

condition.

Join: User can select “AND” / “OR”.


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Field Name: User can select field name for which the filter condition needs to be written

from the list given.

Actual Name: If user remembers actual name instead of field name he can search the list and

select Actual Name instead of Field Name for which the filter condition needs to be written.

Once the Actual Name is selected the respective “Field Name” is displayed in the “Field

Name” Column.

Operator: The operator such as Equals, Not Equal, Contains and Not Contain are

available for selection. User can select the necessary operator required for writing the filter

condition.

Value: User can select the Value required for the Filter condition from “Existing Values” or

can manually enter the necessary value in “Value” field.

Add: After all the above fields are selected user has to click on “Add” button. This will

display the condition selected in “Existing Filter Condition” window.

Clear: if user clicks on “Clear” button this will clear all the condition displayed in “Existing

Filter Condition” window.

Note: User Can also select multiple selection for single report by using Join “AND” / “OR”.


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Title

User can define the title required in the report. Various different settings for the report can be

managed from this option such as setting the Font Size, Line Spacing between the records,

selection of horizontal and vertical grid, serial number, etc

Once the necessary selection for Fields, Sort & Group, Filter and Title is done user can save

the settings from option “File � Save”. This report can be selected from “File � Open”

option.

File option on the top left corner of the Detailed Report Writer has some more settings such

as Export Setting, Import Setting, Delete, etc.

Export Setting: User can export the selected Report Writer Setting to the text folder path

selected from Tools.

Import Setting: If user is managing multiple companies in the software and requires the

same report defined in some other company he can export the Report Writer Settings from

one company and import it in another company.

Delete: User can delete the selected Report Writer Setting.

The Report Writer defined from “Utilities � Report Writer � Detailed” option has to be

used from “Monthly Process � Report” option.


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11.1.2 New Summary

This module is similar to Detailed Report. The only difference is that in this report user can

select only the Allowances / Deductions / Basic / Net Salary and count of the respective

fields and will get the summary as per the group selected.

The other Operation / Performance of this module are same as Summary Report Writer but

New Summary Report Writer is more advance then normal Summary Report Writer.

11.1.3 Loan Report Writer

This module is similar to the Detailed / Summary Report. Here, user can get the report for

the Loans taken by the employee. User can also define various reports using his own

combinations and conditions.

11.1.4 Cross Tab Report

A Cross Tab Report is a Summary Report Writer that combines and compares large amounts

of data with for two masters together. User can assign different masters to its rows and

columns to see different summaries of the data and display the details for areas of interest.

This is similar to the New Summary Report Writer; additionally user can select two different

masters in row and column to get the summary report in combination.


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11.2 Lock Month

Spine Payroll provides the security to your payroll data with this option. After generation of

pay slip, if user wants to lock the pay slip of that month, he can lock through this option.

After generation of pay slip for any month anybody can change the salary settings and re-

generate the pay slip then it will take the current settings as per the salary settings and will

give the wrong pay slip. To avoid this, Spine Payroll makes the provision to lock month, so

user cannot change in that particular month.

11.3 Unlock Month

After locking particular month if user wants to make any change in that particular month,

then user shall first unlock that month and then he can make changes.

11.4 User Creation

If supervisor wants to create new user for his operator with another login name and

password, so he can create through this option.

11.5 Rights Allocation

After creating new users, supervisor can assign rights to that particular user through this

option. Rights can be assigned as per panel wise also (For e.g. ADD, EDIT..........).

e.g. If management wants to assign menu wise rights & also in that panel wise (ADD, EDIT

& DELETE…) then it can be also assigned by the same option.

11.6 User Log Report

It is an activity Log Report. This report will provide Module wise, User wise, Activity

details.

11.7 Reminders

With this option user can put the reminders for the particular day. So whenever the Spine

Payroll starts the Reminders will pop-up for that particular date.

For e.g. If the reminder is for the date 28th Feb 2003 as ‘Has to do Employee master

Entry’. Then on 28th Feb 2003 when the Spine Payroll starts it displays the reminders as

‘Has to do Employee Master Entry’.

11.8 Letter Writing

If user wants to write any letter can be written through this utility option. Various Fonts size

and types are available in Spine Payroll System.


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11.9 Charts and Graph

User can generate various Charts and Graphs based on Grade, Branch, Department, Division,

Employee and Month - Year. User can compare various allowances, deductions, leaves and

other salary figures through this option. 2D, 3D Bars, Charts, Pie Diagram, Area diagrams

are available.

11.10 Standard Column Settings

Spine Payroll provides some of the statutory reports and in those reports Spine Payroll

required some variables that variable user have to add at the time of defining columns. In

Standard Column Spine Payroll give list of those columns and on which variable users have

to use for particular variable. If user doesn’t want to use the variable, he can change it

through this option.

In column setting, there are some standard settings given (i.e. Retirement Age–58yrs., Bonus

% - 20, D.A. – a1, etc.) If user wants to change these settings means users want to change

retirement age to 60 or Bonus to 10%) then he can do through Standard Column Settings.

11.11 Payroll Standard Settings

Basic Settings for Pay slip, Form 16, Masters and Others can be done through this module.

Payroll Standard Settings consists of Payslip, Form 16, Master Settings, Default Settings,

Web Settings and Password Policies.

11.11.1 Payslip Settings: User can set the Paper Size, Company Name, Grade Name, Leave

Details, Balance Loan, Standard Notes, Amount in Words, Cheque / D.D No., Shift and O.T

Hours, Designation, Pan No., Tax Details, Loan Summary, Addresses of the Company or

Branch and Set headings for Allowances, Deduction, Net pay, Basic, etc. to be printed on

Payslip through this option.

11.11.2 Form 16 Settings: User can enter the Certifier as well as Authority details through

this option

HRA Exemption:

Yearly: This option will take into consideration the whole year salary for calculation.

Check Monthly - Calculate Yearly: In this it will check monthly rent and calculate based

on whole year salary (HRA Salary)

Check Monthly - Calculate Monthly: This option will take into consider the basic (HRA

Salary) as per month processed and also the Rent receipt of employee for those months only

to calculate the exemption for those selective months only -Monthly Exemption..

If user wants to calculate HRA exemption on monthly basis he/she can select the checkbox

"HRA Exemption Monthly" and save the settings.


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Include Previous Job Salary: If user wants to include previous job salary details in Form16

he/she need to select the checkbox of "Include Previous Job Salary" and save the settings

then delete the Form16 and verify the details after regeneration of Form16.

Employee Wise TDS Entry: Before importing the TDS depositing details through Single &

Multiple Form-16 generation option user need to select "Employee Wise TDS Entry" and

save the settings for proper result.

Include DA in Accommodation Salary Calculation: If user wants to include D.A in

Accommodation salary calculation then he needs to select the option of “Include DA in

Accommodation Salary Calculation" and save the settings. Also if user want to exclude

previous job salary from Accommodation salary the user should select option "Exclude

Prev. Job Salary in Accommodation Salary” and save the settings.

Do not allow HRA Exemption and Loss from House property BOTH: If user don't want

to include the HRA Exemption & Loss from House property both together then select the

option "Do not allow HRA Exemption and Loss from House property BOTH".

Print Resignation Date Instead of Left Date: If user wants to print Resignation date in

place of appearing Left date in Form16 then this option will work for it.

11.11.3 Master Settings: User can set the Site-link for Emailing Pay slips and Tax

Projection along with Company Logo. User can also mention Default Employee search by

Name, Employee Code or Ticket No. Round off of Basic and Net Salary can be done Near to

Rupee, Next to Rupee or Prior to Rupee and Display of reminder at the start can be set

through this option.

Restrict Pension / EDLI Amount: If user want to restrict the PF & Pension amount to be

affected with regular salary when given through Supplementary & Arrears then before

processing of those procedure select this option and verify the processing.

Restrict PF Amount: Same as to restrict the Pf deduction upto (For e.g. 780 (6500*12/100))

only then select this option so inspite of addition of supplementary & arrears the PF

deduction will come as per the restricted amount.

Default Employee Absent: This option will make default selection in Daily Attendance

Muster Entry as Absent (Abs), which will, displayed in Muster entry as (---).

Don't Consider Print in Payslip No (Allowances & Deductions) in Final Settlement: With the help of this option user can remove or exclude certain (Allowances & Deductions)

in Actual Final Settlement Report.

Display Reports on base of Actual Master: This option will ease the report selection

procedure for Promoted & Transferred employee. If employee is transferred from one grade

to another so with help of this option user will get the effect (display) of report for previous

months on based on actual master (actual processed record) selection not as per current

status.


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Calculate Reimbursement on Present Days: If user wants to calculate reimbursement as

per Day Present then this option need to be selected and in Column Master the column type

for that allowance will remain "Reimbursement".

Proc. New/Left Emp. Total Days Base: If user wants to calculate the salary of New joined /

Left Employee on total days base in case of if employee is from "26 days based or 30 days

based" Grade category.

Calculate P Tax in Arrears: If user wants to calculate P Tax on Arrears amount then before

generation arrears this check box should be selected so the P Tax will calculate as per the

slab difference in arrears payslip.

Consider PL as present for Increment: With the help of this option user can consider PL

as a part of Day present while calculation of Monthly Increment in Reimbursement. In case if

reimbursement is based on Day Present.

Calculate Formulas For Zero Days: If user wants to process the salary of employee

(for e.g. For Left Employee F&F) with zero Days Present and want to calculate any formula

(for.e.g Leave encashment).

Print OLD PF Number: With this selection user can print the Old Pf number of

employee in Payslip / Register & Report.

11.11.4 Default Settings: Default Projection Priority, Processing Priority, Display of

Supplementary and Arrears in Pay slips, Registers and Report Writers, and also default

removing of history at the time of deleting Payslip. Also user can set the decimal places

selection for Leave.

Emailing Payslip & Projection with: "Microsoft Outlook / Lotus Notes".

E.S.I.C Limit (Amount in Rs.): 10000 (w.e.f. 1st Oct, 2006)

11.11.5 Web Settings: These settings are pertaining to Web Enable Payroll System (Spine

ESSM)

11.11.6 Password Policies: Passwords add a level of security to your Payroll system.

Password Policies helps the user to create strong and secured password to access the system.

Passwords which are strong and hard-to-guess are important because the tools and computers

that people use to guess passwords continue to improve.

Password-guessing software uses various different methods and combination and using

automated methods can guess any password. However, it can still take months to guess a

strong password.

Hence we have provided various different option which enables to create a Strong Password

and protect the system.


Page No: 179

Password Policies can be set from option “Utilities �� Payroll Standard Settings ��

Password Policies”

Various Settings in Password Policies:

a) Implement Password Policies: This will activate settings for Password Policies. User can

select the required setting for managing a Password Policy for setting a Strong and Secured

Password.

b) Password expires in Days: User can input the number of days after which the password

should expire.

c) Start Alert about expiry before days: User can input number of days before which it

must give alert for password expiry, so that user can change the password before the expiry.

d) Set Password Length: User can restrict the password length to be input by the user by

setting the From (Minimum) and To (Maximum) Characters.

e) Maintain Password History: User can select this option to maintain Password History. If

this option is selected it activates option “No. of Password Not allowed to Re-Enter”

f) No. of Password not allowed to Re-Enter: User can set a limit upto which the password

already used by the employee (password which is available in history) cannot be re-entered.

g) Lock User after unauthorized attempt: User can select this option to restrict the user

from unauthorized attempt of login. If this option is selected it activates option “No. of

attempts allowed”


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h) No. of attempts allowed: User can input the number of attempts after which the user

must get locked on unauthorized attempt of login.

i) Change Password for First Login: User can select this option for prompting for change

in password whenever the user logins for first time.

j) Password should be Alphanumeric with Special Character: User can select this option

for making it mandatory for defining password as alphanumeric including special characters.

11.12 Tally Transfer Settings In this module user need to update the name of BASIC & NET SALARY, Allowances &

Deductions then Loan related details given in TALLY software. Update the same name used

in Tally or in any other accounting package as Ledger name for JV transfer.

11.13 Salary Data Upload Settings

Through this module user can upload the monthly salary data information (attendance & all

At pay time) columns can be uploaded through this option. 11.14 Import

Through this module, user can import the Master details, such as Grade, Branch, Department,

Division, Designation, Bank, Employee, Salary Structure and Salary Data.

The file format to be prepared must be a text file with Tab, Comma or Line Separated values.

The formant for uploading will be provided.

11.15 EMI Calculator

This module helps the user to calculate the EMI on loan taken by the employee. User has to

enter the Loan amt., Rate of Interest, Duration of Loan (i.e. in Months) and if any

installments paid till now and click on ‘Calculate’ button. The EMI will be calculated

automatically and the Principle amt. will be displayed automatically.

11.16 Master Updation

Through this module, user can update the Name of Grade, Branch and Department.

11.17 MISC Utilities

There are two options in this module. 1) Create STD Settings Data Gradewise: This option

will reset Gradewise settings as per Payroll Standard settings. 2) Check Duplicate Leave

and Repair: This option will work as patch & repair the year pattern (Calendar & Financial)

difference to smooth the functioning of processing.

Spine Payroll Article 12: Tool Bar

Page No: 181

12.1 Provident Fund Company

12.1.1 P.F. Challan / 12A

This module is P.F. Challan as per the requirement of the P.F. scheme.

12.1.2 P.F Register

This module helps to know the total P.F deducted in a particular month. User can generate

this report Grade wise, Branch wise, Department wise or Division wise, for an individual

employee or for all employees.

12.1.3 P.F Challan List

This module helps to take the list of challans branch wise. User can view all the challan

details of multiple months together with branch wise details.

12.1.4 Form 5A

This FORM 5A is Employer’s Registration Form.

12.1.5 Form 5

This FORM 5 is as per the Provident Fund Scheme and Statutory requirements.

12.1.6 FORM 9 (Pension Registration)

This FORM 9 is displayed as per the statutory requirement of P. F. Scheme 1952.

12.1.7 Form 10

This FORM contains the details of the Employee who has left the service as per the statutory

requirements.

12.1.8 FORM 3A (Annual Return)

This FORM 3A is displayed as per the requirements of the Provident Fund Scheme 1952 and

The Employees Pension Scheme 1995.


Page No: 182

12.1.9 Form 3A Export (Annual Return)

It’s the soft copy of Form 3A which needs to be filed with PF.

Procedures for generating FORM 3A export file for filing Annual Returns

1) Check the Text Folder Path.

2) Place Form3a.dbf file in Text Folder.

3) Create DSN with name “form3a”

4) Generate Form 3a export file

Procedure in Detail is explained below,

Step 1) Checking the Text Folder Path.

Go To => Tools option,

Check the Text folder Path; also check that this Text folder exits in the particular path. (This

check is required because the blank Form3a.dbf file has to be placed in tools folder and then

it gets updated with the latest data after running the below procedure)

Step 2) Placing Form3a.dbf file in the Text Folder

User can also download Form3a.zip from our link below,

http://www.spine.co.in/clients/Form3a.zip

Extract Form3a.zip in “…\SpinePayroll\Text” Folder. This will place the form3a.dbf file in

the folder.


Page No: 183

Step 3) Creating DSN

In Windows,

Go to Start � Setting � Control Panel � Administrative Tools � Data Sources (ODBC)

Click on “Add” and Select “Microsoft dbase Driver (*.dbf)” from driver list

Click on Finish

Select the following Data Source Name: form3a

Directory: …\SpinePayroll\Text

Click on OK (This will create a dsn with name form3a)

Step 4) Generate Form 3a export file

In SpinePayroll Software Go to P.F. � FORM 3A EXPORT (ANNUAL RETURN)

• Select From and To period.

• Select the Date.

• Select the Format: dBASE File.

• Select Print: Left Date or Resign Date.

• Click on OK (This will run the generation and update the form3a.dbf file placed in

text folder.

PF Form 3a Export:

12.1.10 FORM 6A (Annual Contribution Statement)

This FORM 6A is as per the statutory requirements as per the Scheme.

12.1.11 FORM 6A with Annexure

This FORM 6A with Annexure is also as per the statutory requirements. It displays the

details of Employer’s and Employees contribution for P.F.


Page No: 184

12.1.12 FORM 6A (Revised)

This FORM is a revised return of PF. Required as per statutory reports.

12.1.13 Reconciliation (Annual Return)

This form will give details of PF Reconciliation of Remittances for the year. This form

will give information as per salary data & Pf Challan data. If user take as per challan data

only branch selection will be considered.

12.1.14 Reconciliation (Form 12-A / Challans) This form will give details of Reconciliation of dues and Remittances as per Form 12A

& Challans respectively.

12.1.15 Monthly E. D. L. I. Report This module displays the monthly E.D L.I. Report branch wise as per the requirement.

12.1.16 Monthly P. F and F. P. F Report

This displays the monthly P. F and F. P. F Report branch wise as per the requirement.

12.1.17 P.F No. Generation

Through this module user can generated the PF No. of all new joined employee together.

Through this option PF No. will be generated as per last no. allotted to employee (Numeric

generation).

12.1.18 Nominee Entry User can enter the details of the nominee for P. F. through this module. Select the employee

and click on ‘Fill Data’. Click on ‘Add’, enter the Nominee Name, Relation, Nomination

Date, Birth Date, Entry Type, P. F. Percentage, Address, Guardian Name and Guardian

Address and ‘Save’ it.

12.1.19 Form 2 (Nominee and Declaration)

Form 2 is the standard Nominee and Declaration Report as per the requirement.

12.1.20 Seamen’s PF Report

This form is generated for Return of Seamen’s Provident Fund.


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12.1.21 Form 11 (Revised)

This form is declaration of Employee generated as per the standard format.

12.1.22 Form F

This form is generated is Gratuity Report for Employee’s Nominee.

12.2 E. S. I. C.

12.2.1 E.S.I.C. Challan

This module is E.S.I.C. Challan as per the requirement of the E.S.I.C. Scheme.

12.2.2 E.S.I.C. Register

This module helps to know the total E.S.I.C. deducted in a particular month. User can

generate this report Grade wise, Branch wise, Department wise or Division wise, for an

individual employee or for all employees.

12.2.3 E.S.I.C. Challan List

This module helps to get the list of ESIC Challan entered for the selected period.

12.2.4 FORM 6 A

This FORM 6 is also as per the statutory requirements.

12.2.5 FORM 6

This displays the E.S.I.C. FORM 6 as per the requirement. It displays the amt. of E.S.I.C.

Deducted from the Employees salary for the selected month and year.

12.2.6 FORM 7

The FORM 7 is displayed as per the requirement of the Act.


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12.2.7 FORM 7 - Monthly

User can take the Monthly FORM 7 from this option as per the requirement of the Act.

12.2.8 FORM 5 Export (RC Format)

The FORM 5 (RC Format) is displayed as per the requirement of the Act.

12.2.9 Nominee Entry

User can enter the details of the nominee for E. S. I. C. through this module. Select the

employee and click on ‘Fill Data’. Click on ‘Add’; enter the Nominee Name, Relation,

Nomination Date, Birth Date, Entry Type, P. F. Percentage, Address, Guardian Name and

Guardian Address and ‘Save’ it.

12.2.10 Form 1 (Declaration) This is the declaration Form for the new Employee regarding Nominee Details displayed as

per the requirement of the Act.

12.2.11 Form 5 (RC Format)

This is the Form 5 (RC Format) displayed as per the requirement of the Act.


Page No: 187

12.3 Professional Tax Report

12.3.1 P. Tax Challan

P. Tax Challan is as per the statutory requirement.

User has to select the Base Branch and at least 1 report Branch for the Challan. If user wants

he can also select From and to month if wants to generate for more than one month.

12.3.2 Part I-B

This module displays the slabs and the no. of employees under that particular slab for

selected month and year.

For e.g. If the user wants to view the no. of employees in the slabs for the Mumbai branch,

then user has to select the month and year, the Mumbai branch and Click on ‘OK’ button.

The window expands and shows all the slabs and the total employees.

12.3.3 P Tax Report This module is FORM 3 of Professional Tax, which displays the total of the Amt. Deducted

as P.T. of all employees falling in the particular slab. It will display the slabs as per branch

wise for the selected month and year.

Spine Payroll Article 13: General Steps during Monthly Process

Page No: 188

General Steps to be followed during the Monthly Process (These Steps may differ from Organization to Organization depending on the modules used)

� Lock the Previous Month.

� Add New Employees with Details.

� Input Salary Structure for New Employees.

� Input Salary Structure for Old Employees if there is any Revision in

Salary.

� Input proper Leave Opening if applicable for new employee

� Input Resign Date and Left Date for Employees leaving the organization

in the Current month.

� Input Loan Details if any employee has opted for new loan.

� Input Loan Adjustment if any employee has opted for the adjustment in

loan installment amount.

� Input Investment Details if any new submitted by employee

� Input Attendance from ‘Daily Attendance Muster Entry’ and Generated

Attendance Summary.

� Input Reimbursement Voucher.

� Input Supplimentary Days or figure and run the Supplimentary Process.

� Run Bonus from Bonus Generation Module

� Run the Salary Process.

� During the Salary Process

o Input or Upload Attendance Summary or Text File.

o Input or Upload Balance Reimbursement

o Input or Upload Paytime Data

o Input or Upload Bonus

� Select Employees and run Generate P-Slip and Final Save.

� Run the Tax Projection and Transfer the calculated applicable TDS

Amount to Process.

� Check the processed result from Payslip or Salary Register.

� Generate Payslip and Salary Register

� Generate Bank Statement.

� Generate necessary Statutory Reports and Challans (PF, ESIC, PT and

INCOME TAX) as applicable.

Page No: 189

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In this manual we have given the necessary information, help to have the most comfortable

use of the Software.

We wish to thank and congratulate you for the selection of the SPINE PAYROLL

SYSTEM as one of the most reliable tool to generate your payroll and have the

computerization in the real sense making optimum utilization of your resources.

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